EXCELLENTSERVICEDELIVERY FINANCIALMANAGEMENT ...

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Page1 EXCELLENTSERVICEDELIVERY FINANCIALMANAGEMENT COMMUNITYPARTICIPATION CORPORATEGOVERNANCE YOUTH LOCALECONOMICDEVELOPMENT AGRICULTURE uPHONGOLOLOCALMUNICIPALITY TRANSFORMATION TOURISM P L A N N I N G REPORT ANNUAL 2008/2009 PERFORMANCEMANAGEMENT GIS TRANSPARENCY

Transcript of EXCELLENTSERVICEDELIVERY FINANCIALMANAGEMENT ...

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�Page�1�

EXCELLENT�SERVICE�DELIVERY

FINA

NCIAL�M

ANAG

EMEN

T

COMMUN

ITY�PA

RTICIPAT

ION

CORP

ORAT

E�GO

VERN

ANCE

YOUT

HLO

CAL�E

CONO

MIC�DEV

ELOP

MEN

T

AGRICULTURE

uPHO

NGOL

O�LO

CAL�M

UNICIPAL

ITY

TRANSFORMATION

TOURISM

P L A N N I N G

REPO

RT

ANNU

AL

2008

/200

9

PERF

ORMAN

CE�M

ANAG

EMEN

T

GIS

TRAN

SPAR

ENCY

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�Page�2�

CONTENTS�

INDEX

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INTR

ODUCT

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FINANCIAL�VIABILITY�

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eral�Inform

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Gen

eral�Statistics��

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it�and�Risk�M

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ent�C

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mmittee��

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ANSFORM

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ers�of�dignitaries�

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inistration���

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4.5�

Skills�Develop

men

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Performance�M

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Organizational�Perform

ance�M

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ent�

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4.8�

Organizational�Perform

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125���1

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GOOD�GOVER

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165�

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165�

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�Page�3�

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WORD

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VIEW�

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e�mun

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tend

�with

�is�so�hu

ge�th

at�one

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ot�boast�of�b

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al�to

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se�days�whe

n�it�comes�to

�effective�service�de

livery,�th

e�loom

ing�failure�to

�deliver�services�is�as�a�

result�of�non

��paymen

t�for�services�by�our�electorate.�

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becoming�fin

ancial�situ

ation�is�aggravated�by�th

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try�wide�

and�worldwide�econ

omic�recession

.�The

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ition

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ple�is�a�cause�of�con

cern.�O

ur�M

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sumers�is�a�nightmare.�The

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of�child�heade

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e�list�o

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sumers.�

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prove�with

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commercial�fa

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ities.�Tho

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in�

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ities.�W

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r�service�de

livery�

from

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ities.�

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or�service�delivery.�Our�peo

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ld�be�

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clusion�I�w

ish�to�invite�our�farm

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ss�to

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en�doing�in�

the�past�by�creatin

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r�ou

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ple.�

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gether.�U

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�Page�4�

FORE

WORD

�BY�MUNICIPAL�MANAGER

:�

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RS�M

�F�F�JA

RDIM

As�the�Accou

nting�Officer�of�the

�Mun

icipality

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�Mayor,�Cllr�B�J�

Mncwango�and

�I,�present�th

e�Ann

ual�Rep

ort�o

f�the

�uPh

ongolo�

Mun

icipality

�for�the�20

08/200

9�fin

ancial�year.��The

�rep

ort�h

as�been�

compiled�in�line

�with

�the�Mun

icipal�Systems�Act�No.�32�of�200

0,�and

�the�Mun

icipal�Finance�M

anagem

ent�A

ct,�A

ct�no.�56�of�200

3,�to

gether�

with

�National�Treasury�Circular�No.�11.�

� This�rep

ort�records�th

e�progress�m

ade�by�th

e�Mun

icipality

�in�fu

lfilling�

its�objectiv

es�legislatively�and�also�reflects�challenges�and

�priorities�fo

r�future�financial�years.��Like�m

ost�M

unicipalities,�the

�emph

asis�is�on�

service�de

livery�and�the�im

provem

ent�o

f�lives�fo

r�ou

r�commun

ities,�

but�the

�biggest�challenge�be

ing�that�of�h

aving�the�fund

s�in�order�to

�make�a�differen

ce�to

�the�living�standards�of�th

e�pe

ople.��Even

�thou

gh�

many�at�times�we�are�constraine

d�bo

th�financially�and

�through�hu

man�

resources,�we�have�tried�ou

r�utmost�to�make�a�differen

ce�to

�the�

peop

le�we�are�committed

�to�serve.�

� I�thank�m

y�Speaker,�Executiv

e�Co

mmittee,�Cou

ncillors,�Heads�of�

Dep

artm

ent,�and

�Staff�m

embe

rs�who

�have�be

en�part,�and

�assisted�

greatly

�in�enabling�this�M

unicipality

�to�achieve�progress�and�overcome�

challenges.�

� �

I�wou

ld�like�to

�highlight�som

e�of�our�achievemen

ts�as�follows:�

� GRA

NTS:�

� For�the�20

08/200

9�fin

ancial�year�a�Spatial�Plann

ing�grant�o

f�R10

0�00

0.00

�was�received�which�was�com

mitted

�to�be�utilized�for�the�LU

MS�

and�Spatial�D

evelop

men

t�Framew

ork�Projects�of�w

hich�Cou

ncil�op

ted��

to�und

ertake�a�Develop

men

t�Framew

ork�for�Be

lgrade

.��� uP

hongolo�Mun

icipality

�also�rene

wed

��a�Fun

ding�Agreemen

t�with

�Eskom�fo

r�the�rend

ering�of�free�basic�electricity�fo

r�a�three�year�

period

,�end

ing�30

th�Ju

ne�201

2,�in�order�fo

r�eligible�customers�to�

receive�50

kWh�of�electricity�via�Eskom

�on�a�mon

thly�basis,�w

hich�is�

then

�paid�via�the�Mun

icipality

’s�Equ

ity�Share�com

pone

nt�fo

r�free�basic�

electricity

.�� Through�grant�fun

ding�from

�the�Dep

artm

ent�o

f�Hou

sing,�Cou

ncil�

appo

inted�a�Service�Provider�and

�drafted

�a�Hou

sing�Plan �which�

amon

gst�o

ther,�ide

ntifies�backlogs�and�projects�to

�eradicate�said�

backlogs�nam

ely:�

��

10�Rural�Settle

men

t�Hou

sing�Projects�in�W

ards�5,�1,�7,�11,�

9�4,�3�6�and

�8,�for�th

e�years�20

09�–�201

4�totalling�an�

amou

nt�of������������R27

3�25

0�00

0.00

�–�350

0�ho

uses�

�1�Urban�hou

sing�project�–�500

�hou

ses�=�R2

7�32

5�00

0.00

�� A�M

emorandu

m�of�A

greemen

t�was�also�signed

�in�Sep

tembe

r�20

08,�for�th

e�roll�ou

t�of�W

ard�Co

mmittee�indu

ction/orientation�

training�program

me�for�Ward�Co

mmittees�totaling�R1

28�700

.00.�A�

busine

ss�plan�in�th

is�regard�was�sub

mitted

.�� Through�the�MAP�fund

ing�of�R50

0�00

0.00

,�the

� fund

s�have�been�

committed

�to�Data�Cleansing�project�a

nd�professional�and

�spe

cial�

services�to

�und

ertake�backlog�to

�ensure�prop

er�con

version�into�

GRA

P,�since�uPh

ongolo�M

unicipality

�opted

�to�con

vert�into�GRA

P�on

e�year�earlier.���

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�Page�5�

�As�a�low�capacity

�mun

icipality

,�and

�in�te

rms�of�Governm

ent�G

azette�

3001

3,�uPh

ongolo�M

unicipality

�has�been�exem

pted

�from

�com

plying�

with

�Sectio

n�12

2�of�th

e�MFM

A,�how

ever,�the

�Mun

icipality

�by�be

ing�

proactive,�opted

�to�ado

pt�GRA

P�standards�early�and�KP

MG�was�

appo

inted�to�assist�the

�mun

icipality

�with

�its�conversion

�in�th

e�20

08/200

9.�

�RE

DS:�

� During�Novem

ber�20

08,�C

ouncil�approved

�the�signing�of�th

e�Accession

�Agreemen

t�and

�com

mitted

�to�th

e�im

plem

entatio

n�of�th

e�restructuring�

of�th

e�Electricity

�Distribution�Indu

stry�and

�furthe

r�resolved

�to�

participate�in�th

e�Engagemen

t�Forum

�and

�to�com

men

ce�with

�MSA

’s�

section�78

�investigation�and�the�ringfencing�of�Electricity.�

� Coun

cil�also�form

ally�app

lied�for�fund

ing�for�the�abovem

entio

ned.���

EDI�H

oldings�approved

�our�fu

nding�application�and�appo

inted�SA

HA�&�

Gob

odo�Co

nsortiu

m�to

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men

ce�with

�the�ringfencing.��The

�total�

fund

ing�allocatio

n�for�the�ringfencing�and�Section�78

�investigation�was���

R1�460

�000

.00�and�the�process�is�ongoing.��

� The�Grants�in�Aid�Fun

d�totaling�an�amou

nt�of�R

1�23

0�00

0.00

�was�

approved

�which�includ

ed�an�am

ount�of�R

330�00

0.00

�for�Ward�

Upliftmen

t�Projects.�

� DONATION�OF�LA

ND:�

� 4�he

ctares�of�land�in�Ext�7,�(Po

rtion�66

0)�was�don

ated

�to�Dep

artm

ent�

of��Edu

catio

n,�fo

r�Mthashana�FET�College�to

�develop

�a�cam

pus�in�

Pongola.�

� The�Zululand

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unicipality

�app

roache

d�ou

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cil�the

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� SHARE

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VICES:�

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r�the�im

plem

entatio

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e�Mun

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rty�

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plem

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ly�200

9�and�wen

t�furthe

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e�METVA

L�system

,�which�is�a�

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terized�Mun

icipal�Prope

rty�Va

luation�Managem

ent�system,�

designed

�spe

cifically�fo

r�use�by�M

unicipalities�to

�assist�the

m�in�th

e�compilatio

n,�adm

inistration�and�mainten

ance�of�the

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n �Ro

lls.�

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ken�by�ZDM�and

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unicipalities�with

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artm

ent�o

f�Local�Governm

ent�a

nd�Traditio

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ffairs�to

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men

t�Plann

ing�Shared

�Services.��The

�need�for�this�was�linked

�to�th

e�following�factors:�

��

impe

nding�changes�in�develop

men

t�plann

ing�legislation�in�

the�province�involving�de

volutio

n�of�plann

ing�po

wers�and�

functio

ns�to

�local�governm

ent�level;�

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itatio

ns�on�capacity�in�Local�Governm

ent�to�pe

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ctions;�

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itatio

ns�on�fund

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unicipalities�to

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across�th

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icipality

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Technical�Service�

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ELOPM

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munities�and�individuals.�

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�Page�38�

The�achievem

ent�is�even�more�sufficient�and

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�following�projects�

were�successfully�com

pleted

:�-

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kers�stalls�

-Ward�up

liftm

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mes�

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men

t�LED�DEP

ART

MEN

T:�

Performance�is�based

�on�Co

mmun

ity�uplifting�and�variou

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mun

ity�

garden

s,�agricultural�req

uiremen

ts,�etc. �

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rojects�calculates�to

�39�projects�run

�by�

the�uP

hongolo�Mun

icipality

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ards,�crime�

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tion�and�po

verty�alleviation.�

ZDM�also�form

s�part�of�the

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nting�to�55�

iden

tification�processes.�The

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tions�to

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is�

processes�is�cash�fund

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er�leadership�of�the

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d�with

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r�the�following:�

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Commun

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artm

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port�a�fo

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in�th

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tified�as�fo

llows:�

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BUILDING�IN

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uced

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partmen

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dered�on

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�Seventy�Eight�(78

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ns�is�perform

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inted�to�perform

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Seventy�Eight�(78

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�from

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ary�20

09�till�June

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9�-

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tal�fifty�tw

o�(52)�B.C.1�notices�were�hand

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ities�to

�ow

ners�

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tal�of�forty�(4

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se�notices�and

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ly�nine�(9)�w

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�too

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ction�since�1�July�200

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ation�was�obtaine

d�from

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unicipality

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uired.�

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tione

d�that�raw

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hich�is�extracted�from

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ll�incoming�mail�is�replied�

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ity� is�served

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al�

basis.�

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ough�th

e�water�services�were�transferred�to�ZDM�with

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LY�200

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performed

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.�

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ity�whe

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unicipal�Buildings�etc.�

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ASTE:�

The�

refuse�managem

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aintenance�of�landfill�site,�street�cleaning,�

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tified�

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Metho

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ngola�

Ncotshane

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with

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mun

icipal�area�

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need

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tified�

to�investigate�

the�

feasibility�of�the�

establishm

ent�of�regional�solid�w

aste�site

s.��This�study�w

as�in

itiated

,�and�will�con

firm�w

hether�it�is�feasible�to�establish�a�region

al�site

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reafter�the�site�w

ill�be�located,�plann

ed�and

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ented.�The

�GIS�has�played�a�major�role�in�th

e�establishm

ent�o

f�the

�plan.�

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�exists�which�is�utilized

�for�the

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rer�of�the

�commun

ity.�

� WASTE�MANAGEM

ENT:��

LAND�FILL�SITE:�

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fill�site

�is�m

anaged

�according�to

�a�waste�m

aster�

plan�and

�it�has�been�semi�p

rivatized

.�The

�access�road�is�

maintaine

d�on

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The�managem

ent�w

ith�referen

ce�to

�the�mainten

ance�of�

dumping�is�perform

ed�according�to

�legislation�as�well�as�

the�acceptable�stand

ards�of�the

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artm

ent�o

f�Water�

Affairs�and

�Forestry.�

� REMOVAL�PR

OCE

SS:�

The�process�is�privatized

�and

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ed�on�a�very�high�

level�and

�the�bu

dget�provision

�is�R�2�196

�308

.00.�The

�areas�are:��

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�–�1�con

tractor�

Itshelejub

a�–�1�contractor�

Ncotshane

�–�6�con

tractors�fo

r�the�en

tire�area�

Pongola�–�1�contractor��

Illovo�Sugar�Mill�–�1�con

tractor�

� In�th

e�bu

sine

ss�areas�th

e�removal�is�based

�on�a�daily�

removal�process�and

�at�residen

tial�areas�2�days�pe

r�week.�

� ���

�Page�40�

The�privatization�process�is�of�a�high�standard,�how

ever,�

consum

er�paymen

ts�are�very�low.�

� More�de

tail�can�be

�viewed

�und

er�th

e�repo

rt�of�the

�Co

mmun

ity�Services�Manager�who

�is�th

e�respon

sible�

person

.�� GARD

EN�REFUSE:�

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�refuse�managem

ent�is�in�th

e�process�of�being�

develope

d�in�a�recycling�system

�which� can�ben

efit�by�th

e�commun

ity.��

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ILDING�RUBB

LE:�

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tractor�according�to�th

e�approved

�tariff�

removes�rub

ble.�

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NING�OF�RO

ADS:�

The�sw

eeping�of�roads�is�perform

ed�dep

artm

entally�and

�it�

is�an�on

going�process.�

�RO

ADS�AND�STO

RM�W

ATER:�

The�Technical�Dep

artm

ent�pe

rforms�and�un

dertakes�the

�following�

mainten

ance�and

�upgrading:�

The�mainten

ance�of�gravel�roads�–�420

00m²�

The�constructio

n�of�gravel�roads�–�34kms�

The�constructio

n�of�sidew

alks�–�300

m²�

Mainten

ance�and

�con

struction�of�storm

water�–�16kms�of�ope

n�V�

drains,�26�intersectio

ns�storm

water�cou

rse�ways��

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ance�of�p

arking�areas�–�8�Areas�

Repair�and

�Mainten

ance�of�tar�roads�–�48kms�

�Maintain�and�erect�fen

ces:�

-Airstrip:�3.7km

s�-

Ncotshane

�Cem

etery:�1.8km

�s�

� � �RO

ADS:�

The�roads�situated

�in�th

e�Greater�uPh

ongolo�are�

subd

ivided

�as�follows:�

� � �BE

LGRA

DE:�

MIG�Fun

ding�was�utilized

�to�upgrade

�a�percentage�of�

the�roads�totaling�to�th

e�value�of�R�4�500

�000

.00.�

�Va

riou

s�gravel� roads�in�Belgrade�was�m

aintaine

d�and�

graded

�to�an�acceptable�stand

ard.��

�Street�nam

es�still�to�be

�allocated�via�the�Ward�

Coun

cillor.�

� �NCO

TSHANE:�

81�kms�of�gravel�roads�exist�and

�11.5�km

s�of�ta

r�roads.�

�MIG�Fun

ding�was�utilized

�to�upgrade

�and

�tar�2.4�km

s�of�road.�

� ���

�Page�41�

It�can�be�stated

�that�th

e�Kw

aZulu�Governm

ent�

previously�upgrade

d�the�bu

s�route�and�the�main�

roads.�Various�gravel�roads�in�Ncotshane

�were�

maintaine

d�and�graded

�to�an�acceptable�stand

ard.��

�PO

NGOLA

:�42

�kms�of�roads�exist�and

�15�km

s�of�ta

r�roads.�

�MIG�Fun

ding�was�utilized

�to�upgrade

�the�roads �to�th

e�value�of�R�6�200

�000

.00.�

�The�total�asset�value

�of�streets�amou

nts�to�R�23�89

0�44

0.74

.��

Side

walks�

Side

walks�are�rep

aired�based�on

�a�Jo

b�Creatio

n�process�with

�interlocking�paving�blocks.�

�Ke

rbs�Ston

es�

Kerbs�ston

es�is�rep

laced�on

�a�regular�basis�with

�the�

length�of�2

200 �m�to

�the�value�of�R�66�00

0.00

.�� Stormwater�

Catch�Pits�and

�con

crete�manho

le�covers�is�rep

aired�on

�a�regular�basis�to�th

e�value�of�R�120

�000

.00.�

� Speed�hu

mps�

Seven�

(7)�speed�

humps�is�constructed�

to�e

nsure�

that�the

�Traffic�

Control�is�controlled�according�to�th

e�legislation�to�th

e �value�of��

R3�200

.00�.spe

ed�hum

ps�is�constructed�according�to�the

�app

roved�

standards�

� MUNICIPAL�LA

NDING�STR

IP:�

A�tar�landing�strip�of�1,2kms�was�con

structed

�during�19

83�and

�is�

maintaine

d�annu

ally.���

Pongola�(FAPL)�

Licence�Num

ber:�597

�(Originally�issued

�198

2)�

Reference�Co

ordinates:�272

139S�313

620E�

Category�1�–�Pub

lic�

Situated

:��27°�2

3’�S�31°�31’�O�

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n�

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BELG

RADE�CO

MMUNITY:�

Service�for�Be

lgrade

�com

mun

ity�is�rend

ered

�from�Pon

gola,�and�the�

following�can�be

�emph

asized

��

-Ro

ads�–�Grading�of�roads:�74kms�

-Internal�W

ater�network�to�the

�cem

etery�and�

sportin

g�facilities�

-Prep

aid�

electrical�ne

twork�

maintaine

d�by�

Eskom�

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mmun

ity�

clusters:�

Building�

Repairs�

departmen

tally�

-Street�Lighting�mainten

ance�by�Eskom�

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NGOLA

�CARA

VAN�PARK

:��This�facility�consists��of�the

�following:�

-100�caravan�sites�(64�Electrified

)�-

10�chalets�

-A�kiosk�

-Sw

imming�po

ol��

-Mini�golf��

-Prop

er�Ablution�Block�

� �

� ���

�Page�42�

This�facility�has�been�successfully�privatized

�since�200

0,�and

�a�ren

tal�

agreem

ent�is�in�place.�

��

�Oasis�Caravan

�Park�Po

ngola�

� CEMETER

Y:�

The�Technical�de

partmen

t�manages�cem

eteries�that�are�situ

ated

�in�

the�following�areas:�

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lgrade

��

Magud

u��

Ncotshane

��

Pongola�

�A�m

aster�managem

ent�p

lan�was�app

roved�and�adop

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ring�200

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� A�Cem

etery�Master�Plan�is�ado

pted

�and

�the�managem

ent�is�

executed

�accordingly.�B

urials� are�perform

ed�according�to

�prescribed

�legislation�and�admin�procedu

res�are�followed

�accordingly.�

�App

lication�for�fund

ing�was�also�forw

arde

d�to�M

IG�fo

r�the�

new�establishm

ent�o

f�Cem

eteries�by�th

e�PM

U�M

anager.�

��

��

Pongola�Ce

metery�

� MUNICIPAL�LA

ND:�

uPho

ngolo�

Mun

icipality

�po

ssesses�

farm

land

,�which�is�know

n�as�

portion�38

3�and�43

5,�and

�is�presently�leased

�to�a�farm

er.�

� OPE

N�LAND�M

AINTENANCE

:�Ope

n�spaces�are�being�m

aintaine

d�on

�a�regular�basis.�

�RE

NTA

L�OF�AGRICU

LTURA

L�LA

ND:�

Remaining�land

�is�m

ade�available�on

�a�lease�agreem

ent�for�

agricultu

ral�purpo

ses.� �

�FEN

CES:�

Fences�are�m

aintaine

d�on

�an�on

going�process.�

� MUNICIPAL�BU

ILDINGS�AND�OFFICES:�

The�

Mun

icipal�Bu

ildings�and�

Offices�are�

maintaine

d�regularly.�In�

Belgrade

�and

�Ncotshane

,�a�satellite�office�serves�th

e�commun

ity.��

� The�Main�admin�office�is�situ

ated

�in�Po

ngola�whe

re�all�activ

ities�are�

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d.��

Mainten

ance�perform

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entally�and

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f�can�be�view

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BIP’s.�

�Thuson

g�Ce

ntre�is�currently�in�con

struction�for�the�Be

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mmun

ity�which�is�75%

�com

pleted

.�The

�allocatio

n�for�the�

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ent�is�R�6�00

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��

� ���

�Page�43�

PARK

S�AND�GARD

ENS�MAINTENANCE

:�Ope

n�spaces�is�prop

erly�m

aintaine

d�which�is�bo

th�ben

eficial�to�the

�commun

ity�and

�assists�tow

ards�crime�preven

tion.�The

�mainten

ance�is�

partially�privatized

�which�is�solely�based�on

�Job

�Creation�and�po

verty�

alleviation.�

� The�sub�de

partmen

t�is�semi�p

rivatized

�and

�the�functio

n�is�

performed

�on�a�high� stand

ard,�th

e�areas�involved

�are�as�

follows:�

Belgrade

�–�1�con

tractor�

Ncotshane

�–�6�con

tractors�

Pongola�To

wn�–�1�contractor�

The�contractual�com

mitm

ents�are�fu

nded

�from

�the�Gen

eral�

Rates�Services.��

� WORK

SHOP�AND�FLEET�M

ANAGEM

ENT:�

The�Technical�D

epartm

ent�maintains�the

ir�own�fle

et.���A�prope

r�asset�

register�exists�for�all�fleet�equ

ipmen

t�etc. ��App

ointed

�Service�Provide

rs�

attend

s�to�m

ajor�rep

airs.�

� � ELEC

TRICAL�NETWORK

�AND�M

ANAGEM

ENT:�

uPho

ngolo�Mun

icipality

�purchases�bulk�electricity

�from�Eskom

�and

�distribu

tes�electricity

�to�the�commun

ity�of�uP

hongolo.�The

�licen

ce�

received

�from�N

ER�w

as�app

roved�in�199

8�and�it�

is�presently�still�

approved

.�The

�dep

artm

ent�is�sem

i�privatized

�and

�fun

ctions�very�well, �

and�can�prou

dly�anno

unce�that�on

ly�6.92%

�distribution�loss�exists,�this�

is�as�a�result�of�line

�losses.�

� Free�basic�electricity�fo

r�ho

useh

olds�in

�Ncotshane

�is�allocated�to�200

0�ho

uses�currently.�

� Fire�gel�and

�equ

ipmen

t�with

�a�value

�of�R�93

4�45

8.00

�was�distributed

�to�th

e�commun

ities,�w

ho�have�no

� access�to�electricity�at�a

ll.�

� Eskom�provides�an�electrical�prep

aid�

system

�for�

the�

Greater�

uPho

ngolo�Mun

icipality

.���

The�de

partmen

t�is�semi�p

rivatized

�based

�as�follows:�

�o

Respon

sible�pe

rson

�according�to

�the�

Act,�Pro�Eng�Con

sulting�Engineering�–�

contract�expired

�30�June

�2009.�

oApp

ointed

�con

tractor,�Pro�Eng�

Consultin

g�Electrician��

oCapital�projects�

Fund

ing�allocatio

ns�from

�DME�is�based

�for�the�rural�areas,�see�attache

d�anne

xure�from

�Eskom

.��

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ount�value

s�to�R�91�00

0�89

8.40

�for�rural�projects.�

�o

Network�Mainten

ance�

Network�mainten

ance�is�perform

ed�on�

an�ongoing�process.�

oStreet�lighting�m

anagem

ent�

Streets�lighting�is�perform

ed�on�an�

ongoing �process.�Currently�a�business�

plan�is�sub

mitted

�to�exten

d�street�

lighting�for�Ncotshane

�residen

ts.�

�o

Power�In

terrup

tion

s�The�following�Po

wer�interrup

tions�

occurred

�up�to�Ju

ne�200

9.�

��

Network�damage�by�private�

contractor�–��

R�26

3�00

0.00

��

Network�ring�fe

ed�dam

aged

�by�

lightning�–�R�650

�000

.00�

�Overloading� of�sup

ply�by�

busine

ss�con

sumers�–�

estim

ated

�network�supp

ly��

R�85

0�00

0.00

��

Storm�dam

age�on

�overhead�

lines�–�R�74�00

0.00

� ���

�Page�44�

oPu

blic�participa

tion

�A�notice�was�delivered

�to�th

e�commun

ity�to

�participate�in�saving�

electricity

,�which�con

tributes�th

at�load�

shed

ding�of�E

skom

�was�very�restricted

�and�from

�July�200

8,�non

�introd

uced

.�o

Bulk�Purchases�

Eskom�provide

�up�to�a�cen

tral�point��

5.09

5�Mva�m

onthly�which�is�th

en�

distribu

ted�to�Pon

gola�only.�Eskom

�is�

respon

sible�for�all�the

�rural�areas,�

which�is�incorporated

.���

oMeter�reading�–�dep

artm

entally�on�a�

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thly�basis�

To�red

uce�the�ou

tstand

ing�de

bt,�a�

process�for�electrical�prepaid�m

eters�

being�investigated

.���

oED

I�Holdings/RE

DS�

In�process�of�b

eing�finalized

�is�th

e�electrical�network�plan.�The

�Mun

icipality

�was� successful�in�

obtaining�fund

ing�through�ED

I�for�th

e�Section�78

�and

�ring�fencing.��

�o

Electrical�Tariffs�

The�electrical�ta

riffs�is�app

roved�

according�to�th

e�legislation�of�Nersa�

�JOB�CR

EATION:�

�The�vision�of�the�uPhongolo�Municipality�is�upliftin

g�the�

standards�

of�the�

community;�therefore,�job�

creatio

n�projects�w

as�successfully�introduced�and�is�

related�to�th

e�following:�

Add

ition

al�staff�is�app

ointed

�to�perform

�certain�activities�

based�on

�job�creatio

n�and�commun

ity�upliftmen

t.�84�pe

ople�

are�em

ployed

�and

�the�Job�Creatio

n�is�as�follows:�

� ��Stormwater�and

�Potho

le�rep

airs�–�20��

��Mainten

ance�of�C

emeteries�–�34

����

Infrastructure�M

ainten

ance�–�4��

��Blockyard�–�26

� �A�m

ajor�event,�w

hich�is�provide

d�for,�is�a�block�m

aking�

process,�which�still�needs�to

�be�introd

uced

�hop

efully�

Octob

er�200

9.��

� TECH

NICAL�PR

OGRA

MMES:�

� For�the�financial�year�2008/2009,�the�M

unicipality�successfully�

completed�th

e�following�capital�projects:��

� Mr�Magwinsi�Street�1

.405

�km�ta

r�road�

Pongola�Stormwater�Phase�1�2� km�

De�Waat�S

treet�1

.225

�km�ta

r�road�

Ext�4

�6.68�km

�tar�roads�on

going��

Ncotshane

�Storm

water�Phase�3�

� GRA

NT�PR

OVISIONS:�

MIG�Grants�is�allocated�to�im

prove�the�infrastructure,�

which�is�successfully�m

anaged

�by�the�PM

U�M

anager.�

� CAPITA

L�PR

OJECT

S:�

�Minor�capita

l�projects�is�m

anaged

�which�is�fu

nded

�directly�from

�income�raised

�and

�it�can�be�men

tione

d�that�th

e�following�projects�is�successfully�com

pleted

.��

�Security�Offices�

�Ablution�Block�facilities�

�Learne

r�classroo

m�fo

r�licen

ce�dep

artm

ent�

�Turning�circle�fo

r�testing�station�requ

irem

ents�

� ���

�Page�45�

To�con

clud

e,�I�wish�to�thank�the

�sup

port�from�all�the�officials�as�well�

as�the

�external�technical�supp

ort�grou

p,�the

�con

sulting�e

ngineers�

which�is�utilized

�from

�time�to�time,�other�dep

artm

ental�heads�and

��The�Mun

icipal�M

anger�for�the�success�of�th

e�Technical�D

epartm

ent.��A

�word�of�th

anks�to

�the�Co

uncil,�which�was�con

tributes�to

�the�success�of�

the�im

plem

entatio

n�of�th

e�de

cision

�making.�

� The�challenge�for�the�fin

ancial�year�20

08/200

9�is�described

�in�detail�

unde

r�the�he

adings�as�stated

�here�be

low.�

� GOODS�AND�SER

VICES:�

The�procurem

ent�o

f�services�and�good

s�were�do

ne�in�te

rms�

of�th

e�Co

uncil’s�Sup

ply�Ch

ain�Managem

ent �P

olicy�and�the�

relevant�regulations�as�prom

ulgated�in�Gen

eral�Notice�86

0�of�200

5�in�th

e�Governm

ent�G

azette�dated

�30�May�200

5.�

� QUART

ERLY�PRO

JECT

IONS:�

The�Quarterly�projections�fo

r�services�ren

dered�by�th

e�Technical�D

epartm

ent�a

re�hereb

y�attached

�for�no

tice.�

� COMMUNITY�CH

ALLEN

GES:�

Technical�Services�Dep

artm

ent�faces�a�big�challenge�of�

providing�the �services�on�a�high�level�to�the�commun

ity�of�

uPho

ngolo�Mun

icipality

,�Urban�and

�Rural�areas.�

� All�services�are�ren

dered�based�on

�affordability�to�th

e�commun

ity,�how

ever,�w

eaknesses�is�based

�on�additio

nal�

machine

ry�fo

r�this�huge�area�and

�lack�of�p

aymen

t.�

�� A�fixed�base�of�e

mploymen

t�exists.�Add

ition

al�m

embe

rs�are�

also� app

ointed

�based

�on�a�job�creatio

n�programme�and�the�

alleviation�of�poverty.��

� The�turnover�of�techn

ical�staff�is�very�lim

ited.�

� The�Technical�M

anager�who

�is�a�Sectio

n�57

�sectio

n�em

ploymen

t�was�advertised

�and

�accep

ted�the�appo

intm

ent�

as�from

�the�20

th�of�July�20

09.�

LEGISLA

TION:�

Mining�rights�fo

r�bo

rrow

�pits�still�to�be

�finalized

.�� SA

LE�OF�ER

VEN

:�In�process�to

�finalize�the�process�according�to�th

e�Land

�Dispo

sal�Policy�for�the�sale�of�u

ndevelop

ed�residen

tial�and

�bu

sine

ss�stand

s�on

�a�pub

lic�auctio

n.�

� TECH

NICAL�ADMINISTR

ATION:�

For�Goo

d�Governance�and�Pu

blic�Participation,�Techn

ical�

Service�Dep

artm

ent�e

ncou

rages�the�pu

blic�to

�com

e�forw

ard�

with

�their�complaints�and�en

sure�th

at�actions�are�ta

ken�and�

commun

icated

�prope

rly.�

� Daily�correspon

dence�is�atten

ded�to�as�well�as�any�

enqu

iries,�which�is�re

ceived

.��

ENQUIRIES�AND�COMPLAINTS:�

Num

erou

s�en

quiries�and�complaints�lodged

�by�mem

bers�of�

the�pu

blic�have�be

en�atten

ded�to� with

�the�assistance�of�the

�othe

r�de

partmen

ts�with

in�th

e�mun

icipality

.�Mr�Dladla�was�app

ointed

�since�April�2008

�as�the�Technical�

Manager�and

�resigne

d�du

ring�Decem

ber�20

08.�

� Staff�m

eetin

gs�are�held�mon

thly�and

�middle�managem

ent�

meetin

gs�are�held�weekly�to�ensure�that�th

e�ob

jectives�of�

the�de

partmen

t�are�m

et�and

�that�th

e �dissem

ination�of�

inform

ation�is�carried

�through�to�all�staff.�

� ASSET�M

ANAGEM

ENT:�

Assets�are�maintaine

d�on

�an�on

going�process�and�it�is�

prop

erly�ta

ken�care�of.�

� INSU

RANCE

�MANAGEM

ENT:�

All�assets�is�prope

rly�insured�and�AON�Brokers�is�app

ointed

�to�perform

�the�insurance�po

rtfolio.��

� �

�� ��

Page�46��

SPORTS�AND�RECREATION:�Technical�support�for�the�maintenance�of�sport�fields�is�an�ongoing�process.���

�Business�plans�is�compiled�for�the�non�existence�of�sport�fields�in�the�area.�

�Application�for�funding�was�also�forwarded�to�MIG�for�the�new�establishment�of�Cemeteries�by�the�PMU�Manager.��WARD�PROJECTS:�Various�Technical�Support�was�performed�in�all�the�wards�with�reference�to�the�following:�- Informal�roads�- Construction�of�Templates��for�water�tanks��- Sportfields��- Grading�of�roads�to�cemeteries���SEWER:�Although�the�water�services�were�transferred�to�ZDM�with�effect�from�1�JULY�2006,�the�following�services�are�still�performed�by�uPhongolo�Municipality.�

� Internal�network�to�Municipal�Buildings�etc.�

� �

1.5� uPHONGOLO�MUNICIPALITY�–�INFORMATION�TECHNOLOGY:�

�uPhongolo�Local�Municipality�has�a�full�functional�IT�Network.��Each�office�is�linked�to�the�network.�The�use�of�information�technology�helps�Council�to�provide�better�service�delivery�to�its�customers.��The�Section�information�Technology�provides�a�supporting�role�to�various�departments�as�an�enabler�of�information�technology.��The�IT�Section�operates�in�conjunction�with�the�Manager�Corporate�Services,�the�Service�Provider�and�MANCO�Committee.��The�main�role�is�to�co�ordinate�Council’s�IT�Strategy�by�developing�and�adopting�IT�

resolutions�and�to�ensure�that�it�is�implemented.��Council’s�Antivirus�program�licence�was�renewed�for�a�further�24�months.��During�2008/2009�20�of�Council’s�computers�and�printers�have�been�upgraded�along�with�the�installation�of�a�new�business�server.��The���ADSL�line�was�upgraded�to�1Meg���The�IT�Policy�had�been�adopted�by�Council�and�it�was�issued�to�all�the�staff�for�signing�and�commitment�to�abide�by�the�policy.�During�2008/2009�Security�Cameras�were�installed�in�the�Main�Building�in�all�the�passages�and�at�all�entrances�and�it�forms�part�of�the�IT�Managers�tasks.��

1.6� uPHONGOLO�MUNICIPALITY�–�COMMUNITY�FACILITIES�AND�LIBRARIES:�

�The�uPhongolo�Local�Municipality�has�seven�Community�Halls,�2�Sports�Grounds�and�10�Kick�Abouts,�4�Parks�and�114�Schools�within�the�Municipal�area.��The�Community�hall�and�sports�fields�are�rented�out�to�members�of�the�public.��Hiring�tariffs�were�adjusted�to�make�it�affordable�for�sport,�arts�and�cultural�groups�to�make�use�of�the�facilities.��Two�of�the�Community�Halls�are�managed�by�the�Municipality�and�the�other�5�is�managed�by�the�Amakhosi.��One� of� the� Mayor’s� vision� and� dream� is� to� see� all� the� youth� having�sport�fields�on�the�areas�where�they�are�living�in�order�to�keep�them�healthy� through� sports.� The� office� of� the� Mayor� in� partnership� with�technical�department�is�trying�their�best�to�level�sport�fields�and�keep�them�in�good�condition.�They�have�already�made�about�6�sport�fields�from�January�to�June�2009.�The�Municipality�will�be�receiving�funding�from� Municipal� Infrastructure� Grant� (MIG)� to� upgrade� the� following�sport� fields� i.e.� Ncotshane,� Belgrade,� Mkhwakhweni� and�kwaMsibi.The�department�of� sports�and� recreation�are� in� process�of�appointing� the� service� provider� to� upgrade� the� Ncotshane� stadium�with�the�grant�funding�from�their�department.�

The�uPhongolo�Local�Municipality�manages�2�Libraries,�the�Ncotshane�and�Pongola�Library.��Material�is�supplied�by�the�Provincial�Library�

�� ��

Page�47��

Services�in�Newcastle.��Promotion�material�is�also�provided�by�the�Provincial�Library�Services�as�special�events�are�highlighted�during�the�year,�i.e.�Library�week,�Literacy�month,�etc.��The�Libraries�consist�of�the�following:��Pongola�Library:�Members:�Adult� � � � � � 1�010�Children� � � � � � 300�Material�circulated� � � � � 72�000�items��Ncotshane�Library:�Adult�members� � � � � ���913�Children� � � � � � ���372�Juvenile�members� � � � � ���321�Material�circulated� � � � � 42�000�items��The�Ncotshane�Library�appointed�a�Cyber�Cadette�funded�by�Provincial�Library�Services�who�is�responsible�for�the�computers�and�training�of�the�Library�patrons�on�the�basic�use�of�a�computer�and�internet.��Each�patron�trained�receives�a�certificate�of�attendance�for�the�hours�that�the�training�was�provided�for.��The�Ncotshane�Library�assists�students�with�Career�Counselling,�and�exhibits�various�exhibitions�during�the�year,�i.e.�Woman’s�day,�Youth�day,�Cancer�week.���

�� Students�in�the�Ncotshane�Library�

INDIGENT�BURIALS:��This�service�is�much�used�by�the�community�especially�because�of�the�high�rate�of�poverty�that�is�surrounding�our�area.�The�Municipality�assists�the�unemployed�community.�The�requirements�are�that�the�applicant�and�the�deceased�are�unemployed�.The�following�documents�are�required�for�an�application.�The�family�must�first�consult�the�Ward�Councilor�then�obtain�a�BI1663,�a�death�certificate,�burial�order�form,�identity�documents,�as�well�as�an�affidavit�stating�non�employment.��

The�Manager�or�any�available�HOD�has�to�sign�before�the�client�is�sent�to�Thuthukani�Funerals�which�is�the�company�that�received�a�one�year�contract�with�the�Municipality.�The�Municipality�proposed�to�the�Social�Development�Office�for�assistance�with�funds�as�they�also�do�a�similar�programme�and�we�are�still�awaiting�the�reply.��

For�the�period�of�July�2008�to�2009�the�Municipality�has�assisted�in�burying�290�deceased.��In�2008/2009�financial�year�the�Community�Liaison�Officer�had�to�write�a�report�to�Management�to�request�an�adjustment�of�budget�because�of�the�demand�of�this�service�in�the�community.�However�January�2009�Thuthukani�Funerals�was�appointed�as�the�Funeral�parlor�that�will�be�providing�the�Municipality�with�such�service.�The�payments�are�as�follows:�

� Zuntal�handled�18�deceased�and�were�paid�� �� R16�579�44.�

� Phongola�Funerals�handled�108�deceased�and�were�paid����� R76�147�00�

�� Thuthukani�Funerals�handled�198�deceased�and�were�paid�

R119�138�30�

Total�is�as�follows:�Total�Deceased� � 324�Total�amount�used� R211�864�74��

�� ��

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HAWKER�STALLS:�The�list�of�Hawkers�was�compiled�and�sent�to�the�Finance�Department�at�the�Municipal�Buildings�.The�Health�Enforcement�Officer�is�handling�the�completion�of�the�Lease�of�Agreement�forms�and�yearly�licence�is�R105.00.�DISASTER�MANAGEMENT:��uPhongolo�Municipality�had�many�cases�reported�this�financial�year.�Many�households�were�affected�and�as�a�result�the�Office�of�the�Mayor�had�to�contribute�with�the�funds�of�R58�420�60.Early�2009,�210�households�were�affected�by�heavy�rains�.Many�people�were�left�stranded�.The�reports�did�not�end�but�they�kept�on�coming�to�the�office�now�and�again�.The�Municipality�assist�the�victims�with�emergency�assistance,�like�tents,�blankets�and�groceries�.The�following�is�the�summarized�statistic�of�the�Disaster�handled.�Not�only�households�were�affected,�even�the�schools�were�affected�too.��

No�of�households� � � � 218� � �Cases�attended� � � � 218�People�deceased�through�Disaster� � 02�Amount�used�for�assistance�� � R61�250�10�Schools�Affected���� Siyathuthuka�School�in�ward�7�was�assisted�by�four�toilets�as�

their�toilets�were�blown�away�by�the�wind�and�the�amount�used�was�R4783�80.�

� Nkubunjani�School�in�ward�3�had�their�windows�blown�and�they�were�assisted�with�windows�from�PG�glass�of�R5334�00.�

�� � Disaster�within�the�uPhongolo�Municipal�area�

CPF�MEETINGS:��

Community�Policing�Forums�are�forums�established�to�assist�the�Police�by�identifying�and�reporting�crime�in�the�areas.�The�schedule�for�the�meetings�is�as�follows�for�year�2009�:�23�January,20�,�February,�20March,�24�April,�22�May,�19�June,�24�July,�21�August,�18�September,�23�October,�20�November.�

KPACC�MEETINGS�/��RIGHTS�OF�THE�CHILD:��Community�Liaison�Officer�has�been�attending�these�meetings�with�the�Office�of�the�Premier�dealing�with�rights�of�children.�These�meetings�are�attended�on�monthly�basis�at�different�venues.�It�was�highlighted�that�most�children�are�abused�and�some�do�not�have�access�to�their�grants�because�they�either�do�not�have�birth�certificates�or�parents�do�not�have�identity�documents.�Some�are�abused�physically.�According�to�the�statistic�requested�from�the�Police�station�06�cases�of�young�children�have�been�reported�and�are�still�pending.�The�structure�of�the�Children�Forum�needs�to�be�established�by�the�Municipality.�A�report�was�sent�to�the�Social�and�LED�committee�to�request�that�the�Children�Forum�be�established�as�soon�as�possible�since�the�Office�of�the�Premier�requested�that�the�Forum�be�initiated.�

FREE�BASIC�ELECTRICITY:��

In�2008�the�Municipality�with�the�office�of�the�Mayor�appointed�the�youth�in�various�communities�who�were�based�in�the�Municipal�offices�around�Pongola.���They�were�responsible�for�assisting�the�community�members�who�were�applying�for�free�basic�electricity.���The�completed�forms�were�then�sent�to�the�Community�Liaison�office�and�were�then�mailed�to�Eskom�in�Durban.�1000�applications�from�all�wards�were�forwarded�to�Eskom�office.�Miss�Patience�Nkomo�from�Eskom�has�forwarded�a�list�of�the�potential�applicants�and�those�who�do�not�qualify�and�the�reason�why�they�don’t�qualify.�However�she�

�� ��

Page�49��

mentioned�that�they�are�still�busy�with�some�of�the�outstanding�applications.�So�far�it�is�confirmed�that�264�of�the�applicants�are�already�receiving�FBE�while�only�52�did�not�qualify.�

INDIGENT�RELIEF�PROGRAMMES:��People�assisted�to�obtain�Identity�Documents� � � 16�People�assisted�to�obtain�grants�� � � � 06�Cases�reported�to�the�SDS�(Social�Development�Services�� 08�Orphans�assisted�with�food�parcels� � � � 04��WARD�COMMITTEES:��There�has�been�progress�in�the�way�the�structure�is�functioning.�They�now�have�monthly�meetings�as�required�and�some�wards�are�submitting�their�minutes�to�the�Community�Liaison�Officer.�The�ward�Councillors�had�to�fill�in�the�Functionality�of�Ward�Committee�Questionnaires�which�was�sent�by�the�Traditional�and�Local�Government�Office.�The�Local�Government�also�prepared�training�for�all�the�Ward�Committee�members�which�is�in�the�next�financial�year�2009/10.�

�Ward�9�–�Ward�Committee�Meeting�

����

REFUSE�REMOVAL:�The�Municipality�has�eight�contractors�responsible�for�the�removal�of�refuse.��Messrs�Sithole�is�responsible�for�town�and�Illovo,�Mayibuye�earthworks�is�responsible�for�the�dumpsite,�M.P.Focus�is�responsible�for�Ncotshane�block�5,�V.F.Sithole�Ncotshane�block�3,�T.Z.Nene�responsible�for�Ncotshane�block�1�and�2�Ikamboza�Ncotshane�block�4,�Oxy�trading�responsible�for�Itshelejuba�hospital�and�Nikeziwe�construction�responsible�for�Belgrade�area.�The�Health�and�Safety�officer�is�also�responsible�for�inspection�of�the�above�Refuse�Removals.�He�is�dealing�with�them�on�daily�basis.�They�are�paid�on�monthly�basis�at�the�Community�Liaison�office.�

COMMUNITY�DEVELOPMENT�WORKERS:�MANDATE:�� To�assist�in�the�removal�of�development�and�service�delivery�bottlenecks�� Strengthen�the�democratic�social�contract�between�government�and�the�

community�� Link�communities�in�which�they�work�and�live�with�government�service�

and�relay�community�concerns�and�problems�back�to�government�structures.�

� Support,�nurture�and�advocate�for�an�organized�voice�for�the�poor.�� Improve�government�community�networks.�

�1. ANNUAL�OBJECTIVES:�

� Assesses�community�needs�� Improve�service�delivery�� Complement�the�work�of�other�community�workers�� A�grass�roots�voice�and�communicator�� Monitor�and�evaluate�the�impact�of�government�development�

projects�and�programmes�� Liaise�and�collaborate�with�community�based�organizations��� Intensify�education�and�awareness�of�HIV�related�issues�� Promote�the�principles�of�Batho�Pele�� Support�the�implementation�of�interdepartmental�projects�� Assist�communities�to�understand�and�proactively�promote�

development�� Alert�communities�and�government�of�bottlenecks�in�the�

delivery�of�basic�services���

�� ��

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INTERGOVERNMENTAL�RELATIONS:�PROGRAMMES�AND�MEETINGS�HELD�WITH�GOVERNMENT�DEPARTMENTS:��

� Local�government�–�Sport�committee�� Social�Development�� SASSA�� Home�Affairs�� Transport�� Health�� Correctional�service�� SAPS�� Agriculture�� Ward�committees�� Local�businesses�men�

��INTERACTION�WITH�CIVIL�SOCIETY�STRUCTURES�AT�WARD�LEVEL:��

� Community�Health�Workers�� Home�based�care�� Masupa�Tsela�� Traditional�council�� Community�police�forum�� Community�road�safety�council�� Community�extension�officers�� Early�childhood�development�practitioner�Sport�committee�

Hub��

IMPLEMENTING�GOVERNMENT�PROGRAMMES�OF�ACTION:�LOCAL,�PROVINCIAL�AND�NATIONAL�LEVELS:��

� Moral�regeneration��� Human�right�Forum�� World�HIV/AIDS�� Reducing�illiteracy�(Masifundisane)�� 16�Days�of�activism�� Eyes�care�awareness�week�9�13�Oct��� National�down�syndrome�awareness�week��

� Educating�the�community�on�minimization�recycling�and�other�environmental�issues�

� Energy�saving�/�electricity��� National�cancer�week�� National�breast��feeding�week�� Arbour�week�� Nutrition�week�

�OTHER�ACTIVITIES:�� One�of�our�job�descriptions�is�to�inform�and�assist�communities�

with�access�to�the�service�provided�by�government�structures,�as�CDW’s�we�disseminated�information�on�government�service�delivery�and�poverty�alleviation�programmes�to�communities,�e.g�Vukuzenzele,�Imbizo�Junction,�Love�life�pamphlets�etc�

� Do�awareness�and�advocacy�work�including�encouraging�communities�to�engage�with�opportunities.���

AWARENESS�CONDUCTED:�� HIV/AIDS�awareness�programme�� Promote�Home�Based�care�� Promotion�of�administrative�justice�act�� Environmental�awareness�� Encouraging�communities�to�attend�IDP’s��� Home�Affairs�campaigns�� Social�Development��� SASSA�� SAPS��

� Promote�networks�and�enhance�the�activities�of�existing�local�government�structures�and�other�stakeholders�aimed�at�improving�service�deliver.��Assisted�in�the�establishment�and�maintaining�of�local�community�structures�in�liaising�with�community�and�stakeholders,�i.e.�Community�Police�Forum,�Transport�Forum�and�Youth�Desk�Attended�meetings�with�various�government�departments:�i.e.�Social�Development,�SASSA,�Home�Affairs,�Transport,�Health�

�� ��

Page�51��

� Facilitate�and�promote�the�participation�of�communities�in�government�development�projects�and�programmes�e.g.�ISRDP,�URP,�LED,�CBP�and�Cooperative.�

� Determine�the�needs�of�communities�and�communicate�these�to�the�relevant�government�structures:�through�door�to�door�visits�

� Compiled�poor�family�profiles�� Compiled�ward�profiles�� Strengthen�relationship�with�other�community�based�workers�and�

government�departments:�Held�meetings�with�various�government�departments�and�other�community�based�workers�Community�health�workers�–�Department�of�Health�Early�childhood�development�practitioner���Department�of�Social�Development�Masupatsela�–�Department�of�Social�Development�Community�extension�officers�–�Department�of�Agriculture�Community�Police�Forum�–�SAPS�

� Refer�community�needs�to�relevant�stakeholders,�track�progress�and�provide�feedback.�

� Liaise�and�provide�support�to�existing�local�governance�structures�(Ward�committees,�traditional�councils)��

1.7� uPHONGOLO�MUNICIPALITY�–�COMMUNITY�SERVICES,�TRAFFIC�AND�LICENCING:�

�TRAFFIC�AND�LICENCING:��The�Traffic�Department�consists�of�6�Sections,�Traffic�control,�Licensing,�Testing�of�vehicles,�testing�of�drivers,�administration�and�registering�authority.��The�Speed�control�team�is�hard�at�working�in�managing�the�reduction�of�speed�and�the�occurrence�of�fatal�accidents�in�our�jurisdiction.��This�section�has�an�excellent�working�relationship�with�the�SAPS�and�the�Provincial�Traffic�Department.��During�the�year�numerous�law�enforcement�operations�took�place�with�a�good�amount�of�success.��

These�successes�also�helped�to�ensure�that�order�is�maintained�on�our�roads�and�that�citizens�abide�by�the�road�traffic�rules�and�regulations.��The�Traffic�section�is�responsible�for�all�the�road�signs�and�road�markings�in�our�town.����Traffic�fines�are�captured,�documented�and�monies�with�regard�to�all�traffic�fines�and�other�Council�collections�are�presented�to�Court�on�the�particular�court�days.��Vehicles�are�registered�and�licensed�on�a�daily�basis�and�the�testing�of�motor�vehicles�for�roadworthiness�and�testing�applicants�for�learner’s�and�driver’s�licences�are�done�on�a�daily�basis.��During�2008/2009�a�need�was�identified�for�more�learners’�licence�classes�and�during�the�2008/2009�the�learners�class�was�extended.����Testing�of�learners�licences�have�been�upgraded�from�manual�to�computers�systems�during�the�financial�year�2008/09.��

TRAFFIC�OFFICERS�STATISTICS AMOUNT

Motor licence fees retained by Council R679 398.20 Applications for PDP’s 354 R45 300.00 Presentation Drivers Licence 1 019 R176 337.50 Application Roadworthiness Cert. 486 R170 243.00 Issue of Roadworthy Certificate 493 R58 300.00 Application COF Application Drivers Licence 804 R189 310.00 Application Learners 793 R100 385.00 Application for Instructors Certificate Issue of Instructor Certificate Information or Duplicate documents 8 R550.00 Issue of Learners 305 R48 045.00 Temporary Drivers Licences 797 R53 310.00 Trade Licence Surplus Total Revenue Collected R1 521 178.70

���

�� ��

Page�52��

One�Traffic�Officer�went�on�a�Vehicle�Examiners�Course�Two�Officials�went�for�Customer�Services�Training�The�Traffic�Officers�attended�to�42�accidents�The�Traffic�Officers�did�42�Escorts. �

YOUTH��Department� of� Community� Services� has� youth� affairs.� Youth� Council�has�started�their�campaign�of�electing�new�youth�ward�committees�in�order� to� strengthen� their� work� of� cascading� information� from� the�Municipality�to�wards.�Youth�events�this�year�were� led�by�these�new�structures�in�wards.�The�youth�council�only�owe�ward�one,�three�and�eleven�to�finish�their�campaign�of�electing�youth�ward�committee.�The�Youth�Council�in�close�partnership�with�the�Department�of�Community�Services�is�responsible�for�youth�outreach�initiatives.��

This�initiative�includes�Mayoral�Cup�and�Umbele�wethu�preparations.�They� are� part� of� Aids� Council,� Human� Rights� Forum,� Sports� Council�and� Moral� Regeneration.� They� were� responsible� for� organizing� the�Commemoration� of� the� 33rd� anniversary� of� the� June� 16� youth�upspring� for� the�district� i.e.� Zululand�District�Municipality.�The�event�was� held� at� eDumbe� Regional� Stadium.� Approximately� 5000� people�attended� that� event.� The� Honourable� District� Mayor� Cllr� V.Z�Magwaza��Msibi�was�a�guest�speaker�at�the�event.�

uPhongolo�Municipality�was�having�their�commemoration�of�the�33rd�anniversary� of� the� June� 16� youth� upspring� at� kwaBanakile� Area� in�ward� one.� It� was� a� massive� event� where� former� KZN� Education�Minister�Mrs�kaNkosi�Shandu�and�the�Department�of�Agriculture�were�visited.� This� event� was� blessed� with� the� presence� of� the� Municipal� `�were�games�that�were�organized�for�the�day�as�part�of�our�youth�day�whereby� teams� from� Banakile,� Fuduka� and� kwaMalinga� were�competing� for� in� soccer� (male� and� female)� and� netball.� There� were�medals,�soccer�netball�kits.��GENDER��The� Department� of� Community� Services� has� successfully� established�the� Gender� Forum� which� comprises� of� 11� members� coming� from� all�the� wards.� Women’s� forum� was� busy� preparing� for� their� District�Women’s� summit� and� celebration� that� will� take� place� in� Vryheid� on�August�2009.��

�HIV/AIDS�PROGRAM��The�Community�Services�Department�is�responsible�for�the�facilitation�and�administration�of�the�uPhongolo�HIV/AIDS�Forum�which�is�known�as� Local� Aids� Council� within� uPhongolo� Municipality.� The� Local� Aids�Council� was� formally� established� and� launched� on� 28� March� 2008.�This�Council�consist�of�various�government�departments,�CBO’S,�NGO�‘S,� vulnerable� groups,� religious� group,� business� people,� PLWH,�traditional� leaders,� traditional� healers,� Councilors� and� other�concerned� people.� They� visited� local� schools� for� motivation� and�warning�against�HIV/AIDS�in�our�youth�in�schools.�� � �There�are�five�members�of�the� local�aids�council� that�are�part�of�our�District�Aids�Council.�The�Local�Aids�Council�has�meetings�quarterly.��

�� ��

Page�53��

There� are� two� HIV/AIDS� officers� that� are� employed� and� recently� are�busy� formulating� Support� Groups� (whereby� infected� and� affected�people�come�together�to�discuss�things�that�concerns�them).�Support�groups�are�based�on�clinics�whereby� there�are�gardens�within�clinics�used�by�support�groups�for�generating�income�and�having�something�to� eat� in� their� families.� Seeds� in� those� gardens� are� provided� by� the�Office�of�the�Mayor�(municipality).�The�Mayor�is�busy�encouraging�our�communities�to�go�and�test�for�HIV/Aids�and�other�diseases�for�their�status.� Our� Local� Aids� Council� is� recently� drafting� the� strategic� and�implementation�plan.�

�THUSONG�SERVICE�CENTRE��The�Multipurpose�Community�Centre�is�situated�in�Belgrade�in�Ward�5�and�forms�part�of�Community�Services�department.�This�centre�forms�part�of�the�second�generation�process�whereby�these�multifunctional�one� stop� centre� are� built� to� fast� track� service� delivery� in� formerly�disadvantaged�communities.�This�centre�is�almost�90%�done.�After�the�completion,� it� will� create� more� job� opportunities.� The� following�Departments�are� intending�to�use�the�centre�namely:�Department�of�Home�Affairs,�Social�Development,� Labour,�GCIS,�DLGTA� (CDW),� LED,�SAPS� and� Telecentre.� The� Thusong� Centre� is� having� a� problem� of�electricity� provision� as� ESKOM� had� recently� reported� that� they� are�short�of�a�network�breaker�that�will�fit�the�centre.�According�to�their�letter�dated�22�June�2009,�they�mentioned�that�they�ordered�it�from�overseas� and� apparently� we� are� looking� for� 2010� for� opening� of� the�centre.� The� department� of� DLGTA� and� GCIS� are� relooking� at� lease�agreements�for�service�providers.��

���������Thusong�Service�Centre�in�progress�at�Belgrade�

�HEALTH�AND�SAFETY��When�the�Safety�officer�took�over�the�position,�most�of�the�employees�were�not�aware�that�safety�is�of�vital�importance�in�the�workplace,�and�that�everyone�is�responsible�for�his/her�own�safety.��On�the�2nd�April�2009,�the�Safety�Officer�attended�a�workshop�in�Durban�for�SHE�Representatives.�After�the�workshop�the�Safety�Officer�attended�the�Labour�Forum�meeting�that�was�held�on�the�6th�April�2009�at�the�Corporate�Services�boardroom.�Safety�was�discussed�at�a�very�high�level�and�everyone�agreed�that�employees�should�be�trained�on�safety.�Safety�has�been�discussed�with�employees�at�the�Technical�workshop�as�they�seem�to�be�the�ones�who�are�more�exposed�to�hazards�at�the�workplace.�All�the�concerns�that�were�raised�by�the�employees,�the�Safety�Officer�discussed�them�at�the�Safety�meeting�that�involved�all�the�municipal�departments.��The�list�of�all�the�protective�clothing�to�be�issued�to�the�employees�was�compiled�by�the�Safety�Officer�in�June�2009.�The�list�comprises�of�the�following�items:�� *safety�shoes�� *gumboots�� *rain�suits�� *eye�goggles�� *hand�gloves�

�� ��

Page�54��

In�March�2009�the�Health�and�Safety�Officer�requested�the�purchasing�of�16�cleaning�trolleys�to�be�distributed�to�the�general�assistants�in�all�the�municipal�departments,�to�make�cleaning�easy�for�them�compared�to�using�the�buckets.��information�signs�were�bought�(wet�floor�signs)�and�they�were�distributed�to�the�General�Assistants.��FIRE�EXTINGUISHERS�Service�is�done�to�all�extinguishers�due�for�service,�even�in�Belgrade�and�Ncotshane�offices�respectively.�A�total�of�48�fire�extinguishers�were�serviced.��SAFETY�COMMITTEE�On�the�23rd�June�2009,�the�first�safety�meeting�was�held�at�the�main�boardroom�where�the�safety�committee�was�elected.�The�Safety�Officer�was�elected�chairperson�of�the�committee�while�Corporate�Services�Manager�was�going�to�be�a�driving�force�behind�the�safety�committee.�Safety�representatives�were�to�be�nominated�per�department�and�training�to�be�provided�by�the�Safety�Officer.��WASTE�MANAGEMENT:�On�the�24th�and�25th�February�2009�the�Health�and�Safety�Officer�attended�the�Waste�Management�training�in�Pinetown,�Durban.�The�training�was�to�empower�individuals�and�municipalities�with�skills�as�to�how�to�minimize�waste�in�their�communities.���The�Refuse�Management�Meeting�was�held�on�the�10th�July�2009�at�the�Technical�Department�boardroom.�Key�issues�were�discussed�regarding�the�operations�by�Themba�Construction,�i.e.��� *Contactor�employees�to�wear�protective�clothing��LANDFILL�SITE:�The�inspections�that�were�conducted�at�the�dumpsite�led�to�the�resolution�that:�

� Proper�fencing�to�be�erected�since�the�old�fence�is�no�more�effective�in�preventing�the�scavengers�from�entering.�

Information�signs�be�placed�at�the�entrance.�

The�old�dumpsite�at�Belgrade�was�visited�by�the�Health�and�Safety�Officer�and�Stuart�Gower�–�Jackson�from�Jeffers�and�Green�Waste�Management�Consultants.�After�the�inspections�at�the�current�dumpsite�outside�town,�Stuart�promised�to�consult�with�Kv3�consultants�in�Vryheid,�concerning�the�landfill�site�permit�from�the�Department�of�Water�Affairs�and�Forestry.��SPORTS�AND�RECREATION��One�of� the� Mayor’s� vision�and�dream� is� to� see� sport� fields� in� all� the�areas�where�the�Community�are�living�in�order�to�keep�the�youth�busy�with� sports.� The� office� of� the� Mayor� in� partnership� with� technical�department�is�trying�their�best�to�level�sport�fields�and�maintain�them.�They� had� already� made� about� 6� sport� fields� from� January� to� June�2009.� The� Municipality� will� be� requiring� funds� from� the� Municipal�Infrastructure�Grant�(MIG)�will�be�to�upgrade�the�following�sport�fields�i.e.� Ncotshane,� Belgrade,� Mkhwakhweni� and� kwaMsibi.The�department� of� sports� and� recreation� are� in� process� of� appointing� a�service� provider� to� upgrade� the� Ncotshane� stadium� with� the� grant�funding�received.��uPhongolo�Municipality�together�with�the�Department�of�Community�Services�organized�Ward�Tournaments�in�different�sport�codes,�whereby�the�tournament�prepares�for�selection�of�players�to�play�at�District�level.�This�is�done�to�develop�youth�talent�to�engage�them�in�sporting�activities.���The�Zululand�District�Municipalities�participated�and�competed�with�one�another�and�is�where�the�District�squads�from�all�participating�codes�are�selected.�The�Zululand�District�games�were�organized�at�eDumbe�during�October�2008.�������

�� ��

Page�55��

In�the�year�2008/2009�uPhongolo�Municipality�at�the�District�Mayoral�Cup�won�8�Trophies�and�8�number�1�positions�in�the�following�codes:��� �Soccer�Male�� � 4� �Netball��Male� � 2�� �Soccer�Female� � 1� �Netball��female�� 2�

�Dance� � � 3� ���Cricet� � � 1� ��Boxing�� � 1�

� �Volleyball�Male� 1� ��Soccer�female�� 1�� �Volleyball�Female� 2� �Rugby��women�� 2� �Rugby�Men� � 1� �Table�Tennis� � 1�� �Netball�female��� 2� �Netball�male� � 2�� �Athletics� � 1� �Baseball� � 3�

�We�did�well�in�almost�all�codes�and�we�came�2nd�in�the�smartest�dressed�competitions�for�the�Municipalities�in�the�District.���� This�section�is�responsible�for�all�the�sporting�activities�within�the�

municipality.� The� sports� ground� are� maintained� by� the�municipality� in� terms� of� cutting� grass,� providing� of� poles,� nets,�grading�and�levelling�of�grounds.�

� This� section� is� also� responsible� for� the� organizing� of� all� sports�codes� events.� At� the� beginning� of� the� financial� year,� the�municipality�organizes�ward�tournaments,�which�is�clustered�into�zones�whereby�4�zones�are�constituted�for�the�whole�municipality.�

� Business�plan� for�upgrading�sporting� facilities�has�been�prepared�and� submitted� to� the� department� of� sport� and� recreation� for�upgrading� and� funding,� and� the� identified� facilities� are�Mkhwakhweni,�Ncotshane,�KwaMsibi�and�Belgrade.�

� The� above� facilities� are� being� used� by� the� communities� and� are�recognized� by� SAFA� because� they� are� complying� with� their�standard.� Various� activities� have� been� conducted� to� enable� the�youth�to�engage�in�sporting�activities�for�talent�identification�and�development.� Almost� all� codes� have� been� workshoped� and�practice�for�their�own�development�and�preparation�for�Zululand�District� Mayoral� Games� and� KWANALOGA� Games� to� be� more�effective�and�ready.�

��

�� The� above� is� confirmed� by� the� result� obtained� by� uPhongolo�

Municipality� squads� in� Zululand� District� Mayoral� Cup� Games�2008/9� at� eDumbe� on� the� 15� October� 2008,� whereby� 7� codes�received� number� 1,� which� are� Cricket� 1,� Ladies� soccer� 1,� Rugby�female�1,�Table�tennis�1,�Volleyball�1,�and�Basketball�1.�

� The�following�activities�were�performed�in�the�year�2008/9.��

� �Trophies�won�and�Soccer�team�members�

� ������Various�Sports�Teams�from�uPhongolo�Municipal�Area��

� �

�� ��

Page�56��

� Games�have�been�initiated�to�be�aimed�at�developing�the�hidden�talents� in� the� outlying� areas� of� all� wards� of� uPhongolo�Municipality’s�jurisdiction.�

� The�games�started�at�Kwanwele�Zibomvu�on�the�15�March�2009,�whereby� 16� teams� participated� in� the� tournament� organized� by�the� Municipality.� The� team� who� won� the� final� received� a� trophy�and�jerseys�and�the�runner�up�received�jerseys�only.�

� Another�game�has�been�organized�at�Selinde�sport�field�on�the�22�March�2009,�whereby�18�teams�participated�in�the�tournament.�The�team�who�won�the�final�received�jerseys�and�the�trophy�and�the�runner�up�received�only�jerseys.�

� We�proceeded�to�Belgrade�sport�field�on�the�12�April�2009�whereby,�14�teams�participated�in�the�tournament.�Again�the�aim�was�to�identify�and�develop�the�talent�in�all�wards�of�the�jurisdiction.�

� We�went�further�to�KwaSbiya�Ngenkomo�sport�field�whereby,�10�teams� participated� in� the� tournament� on� the� 19� April� 2009.� The�team�who�won�the�final�received� jerseys�and�the�trophy�and�the�runner�up�only�received�jerseys.��

� The�above�has�been�done�to�develop�talents� in�the�youth�and�to�give�them�exposure�as�they�are�the�future�stars�of�the�country.�

� We� have� also� assisted� all� soccer� clubs� playing� under� the� tree�within�uPhongolo�Municipality�to�affiliate�to�SAFA�Locally,�so�that�they�would�be�in�a�position�to�play�professional�football.�

� We� have� 4� zones,� the� first� one� is� Ntunbane� to� Belgrade� and� we�managed�to�register�5�teams�to�play�under�domestic� league.�The�second� zone� is� Ntuthuko� to� Dingkwazi� whereby� we� managed� to�register� 5� teams.� The� third� one� starts� from� Kwamlogo� to�Ncotshane�and�we�have�no�teams�to�play�under�domestic�league.��

� The� teams� there� are� playing� under� metropolitan� league� and� the�fourth�one�starts�from�Roulliards�Farm�to�Dwarsland�whereby�we�managed�to�register�4�teams�that�will�play�under�domestic�league.��

� We�participated� in� the�56kms�Ultra�Marathon�organized�by�ZDM�at� Ulundi� on� the� 15� March� 2009,� where� by� we� transported� 30�Athletes�to�participate.�4�male�Athletes�succeeded�in�getting�silver�medals�and�the�rest�got�bronze�medals.��

� In�conjunction�with�SAFA,�we�have�organized�under�19�Metropolitan�selections�to�select�SAFA�Zululand�Region�squad�that�will�compete�with�other�districts�and�to�further�develop�the�talents�of�athletes.��

� On�the�06THMarch�2009�we�have�assisted�30�Athletes�with�accommodation�and�transport�to�participate�in�the�KZN�youth�championships�held�at�Kings�Park.�We�did�this�to�further�develop�the�talents�and�to�ensure�that�our�athletes�are�ready�for�Mayoral�cup�and�KWANALOGA�Games.�

� uPhongolo�Municipality�has�again�been�lucky�to�be�added�a�Hub�at�Ntumbane�area.�It�must�be�remembered�that�we�have�a�Hub�at�Mkhwakhweni�area,�whereby�10�people�have�been�employed�to�assist�there.�Again�at�Ntumbane�we�have�10�people�employed�to�assist�in�identifying�and�develop�the�talents�of�the�youth�within�the�jurisdiction�of�uPhongolo�Municipality.�

� They�have�undergone�training�at�Margate�Resorts�for�10�days�and�now�are�back�to�work�in�Ntumbane�area�full�time.�This�is�part�of�job�creation�as�the�youth�is�staying�at�home�doing�nothing�and�these�people�have�been�employed�by�the�Department�of�Sport�and�Recreation.�

� On�the�07�March�2009�we�transported�15�Basketball�Athletes�to�participate�in�Love�Life�Games�to�further�develop�their�skills�and�talents�and�be�ready�for�Mayoral�cup�and�Kwanaloga�games.�

� Together�with�the�Department�of�Sport�and�Recreation�we�have�organized�School�Sport�Mass�Participation�Programme�on�the�23�May�2009�at�Mziwentsha�High�School.�This�was�done�to�empower�young�people�in�terms�of�expertise�and�contribute�towards�the�development�of�the�community.�

� We�have�organized�indigenous�games�selection�on�the�06�June�2009�at�Mkhwakhweni�sport�field�to�select�athletes�that�will�compete�at�district�level�on�the�13�June�2009�at�Ulundi.�On�the�13�June�2009�Athletes�selected�from�local�level�went�to�Ulundi�to�participate.�Players�selected�from�Ulundi�have�gone�further�to�represent�ZDM�Provincial�at�Margate�Resorts�on�the�26�June�2009.��

� On�the�15�June�2009�District�Netball�league�took�place�at�Ncotshane�sport�field�and�3�local�teams�from�Pongola�participated�to�prepare�athletes�for�Mayoral�cup�and�Kwanaloga�games.�

�� ��

Page�57��

� On�the�23�to�24�May�2009�Rugby�workshop�had�been�organized�at�Ncotshane�Library�to�capacitate�coaches,�sport�administrators,�volunteers�and�technical�officials�and�to�develop�their�skills.�

� Basketball�workshop�also�conducted�at�Ncotshane�Library�on�the�27�June�2009,�to�further�capacitate,�develop�and�empower�technical�officials�and�coaches.�

� Another�workshop�for�dance�was�conducted�at�Vryheid�on�the�04�July�2009�and�we�transported�6�couples�to�attend�to�further�develop�and�capacitate�them�so�that�they�would�be�in�a�better�position�to�compete�during�Mayoral�and�Kwanaloga�games�2009.�

1.8� uPHONGOLO�MUNICIPALITY�–�HOUSING:��The� provision� of� Housing� is� funded� by� the� Provincial� Department� of�Housing�and�the�Municipality�provides�Land�where�there�is�needed.�At�the� moment� we� have� 1100� houses� that� are� being� built� (Ncotshane�Housing� Project)� and� we� have� another� 4� Projects� that� are� at� the�Planning� stage,� which� will� be� about� 2000� Houses� at� 500� Houses� per�Project.��The� houses� consist� of� 2� bedrooms;� a� kitchen� and� a� bathroom� on� a�floor�area�of�40.15�square�meters.���The� estimated� backlog� is� 2� 850� Houses� at� a� total� value� of� R111� 150�000,�and���the�total�number�of�Planned�Projects�according�to�the�IDP�is�five� Projects,� some� of� the� Projects� are� at� a� planning� stage� and�estimated�amount�is�R12�million.��� The�number�of�people�living�in�brick�houses�is�46�000��� The�number�of�people�living�in�traditional�dwelling�is�70�000�� Number�of�people�living�in�informal�dwelling�=�92�000�

�The�backlog�on�Housing�can�be�addressed�if�the�Land�for�development�can� be� made� available� however� the� Municipality� is� doing� its� best� to�ensure�that�the�Housing�backlog�is�addressed.�

The� 1100� houses� that� we� have� embarked� on� will� be� able� to�accommodate�+�1100� families.� �Due� to� the�delay�of� the�Project,�850�houses�are�still�not�built.��The�process�of�building�the�houses�has�been�resumed�whereby�a�new�Implementing�Agent�will�be�appointed.��The�function�of�the�housing�department�is�to�provide�the�disadvantaged�communities�with�safe�and�affordable�housing.��An�important�aspect�is�the�involvement�of�the�Community�in�identifying�projects.��A�Housing�Sector�Plan�has�been�developed�and�workshopped�with�the�Councillors.��This�plan�will�pave�way�for�the�Proposed�Projects.��The�developed�Housing�Sector�Plan�will�be�a�tool�to�all�projects�as�the�Department�of�Housing�will�make�it�a�precondition�for�any�Housing�Project�to�be�undertaken.��The�Housing�Sector�Plan�has�been�approved�by�Council�and�this�plan�will�be�used�hand�in�glove�with�the�Municipal�IDP.��

�������������

�� ��

Page�58��

KPA�2:�� LOCAL�ECONOMIC�DEVELOPMENT��

2.1� uPHONGOLO�MUNICIPALITY�–�LOCAL�ECONOMIC�DEVELOPMENT:�

�WARD�UPLIFTMENT�PROJECT:�The�Honourable�Mayor�Cllr.�B�J�Mncwango�visited�all�Municipal�Ward�Committee�Members�with�their�Ward�Councillors�during�the�14th�–�17th�January�2009�to�encourage�the�effective�participation�and�co�operation�in�the�identification�of�LED�Projects�for�R50�000.00�per�Ward�of�the�Zululand�District�Municipality�and�R30�000.00�per�Ward�of�uPhongolo�Municipality.��This�is�budgeted�in�the�grant�in�aid�programme�of�the�Mayoral�Funds.��The�Ward�Upliftment�Project�Programme�seeks�to�identify�and�create�self�employed�community�members�who�reside�within�the�jurisdiction�of�uPhongolo�Municipality.��This�can�also�be�an�indirect�strategy�to�fight�against�crime�and�HIV/AIDS�epidemic�in�the�local�communities.��The�list�of�LED�Projects�for�Zululand�District�Municipality�from�all�Wards�and�other�list�of�LED�Projects�for�uPhongolo�Municipality�except�two�Wards,�namely:��3�&�11�who�did�not�submit�in�time,�are�herewith�attached.��No�project�material�for�Ward�2�and�other�Projects�with�catering�has�been�received.��In�July�2009,�the�Honourable�Mayor�Cllr�V�Z�Magwasa�Msibi�of�Zululand�District�Municipality�conducted�road�shows�to�communities�to�dispatch�LED�Projects�material�from�Zululand�District�Municipality�and�Honourable�Mayor�Cllr�B�J�Mncwango�conducted�monthly�ward�visits�from�August�2009�to�further�dispatch�other�LED�Projects�material�to�relevant�beneficiaries.��Vote:� � � 010110205170000�Budget:�� � R330�000.00�Utilized:� � R261�363.07�Balance:� � R68�636.93�Beneficiaries� � 492�

���������Ward�1�Ward�Committee�Meeting��

EMPOWERMENT�FOR�FOOD�SECURITY�PROGRAMME:��This�is�a�joint�collaboration�between�KZN�Department�of�Agriculture�and�Government�of�Flanders�with�the�objective�of�improving�the�livelihoods�of�poor�households�by�creating�sustainable�access�to�nutritious�food�for�all�households’�members.��The�Community�Project�Planning�Committee�formed�by�representatives�from�all�relevant�departments,�i.e.�Health,�Agriculture,�Social�Development,�and�Farmers�and�Dutch�Reformed�Church�has�held�a�number�of�meetings.��A�list�of�projects�that�were�prioritized�and�implemented�in�2008/2009�is�as�follows:��

�� ��

Page�59��

��

�� � Lethi�Themba�Vegetable�Garden�

�� � Ward�4�Community�Projects�����������������

�� ��

Page�60��

WARD�UPLIFTMENT�FUND�FOR�YEAR�2008/2009:�

ZDM�WARD�UPLIFTMENT�FUND�FOR�YEAR�2008/2009�

�� ��

Page�61��

� �� �����Ward�Upliftment�Ward�2�and�Ward�11��EXPENSE�SCHEDULE�FOR�WARD�UPLIFTMENT�PROJECTS:�

�Total�number�of�Projects�� � ��39��Total�number�of�people�employed�� 479���

2.2� uPHONGOLO� MUNICIPALITY� �PONGOLAPOORT�DAM�DEVELOPMENT�PROJECT:�

The� Local� Development� Plan� approved� for� the� development� of� the�Dam� area� covered� the� identification� of� potential� development�projects� that� were� included� in� the� plan,� through� a� consultative�process.�

This� identification� process� had� to� be� followed� by� a� prioritization� of�projects� because� limited� funding� sources� were� available� for� the�implementation�process.� �The�prioritized�projects�had�to�be�assessed�in�terms�of�what�is�achievable�and�what�would�make�an�impact�on�the�economy�of�the�sub�region.�

Having� done� that,� the� preferred� projects� had� to� be� put� through� a�planning�phase�that�reflects�no�visible�progress�in�the�implementation�process�but� is�a�prerequisite�for�eventual�successful� implementation.��The� environment� within� which� the� implementation� process� had� to�take� place� was� not� easy� and� several� stumbling� blocks� made� the�process� complex� and� frustrating� to� all� involved.� � These� stumbling�blocks�were�mainly�in�the�form�of�a�lack�of�funding�for�projects,� land�ownership� issues,� the� co�ordination� of� activities� amongst� various�institutions� with� their� own� responsibilities� and� agendas.� � Added� to�that� was� the� intention� to� ensure� that� the� projects� would� be� to� the�benefit�of�local�communities.���

The� fact� that� the� Inter�Municipality� Forum� was� established� and� that�the� four� participating� Municipalities� were� committed� to� participate�was� a� major� achievement.� It� gave� status� to� the� municipalities� who�became� a� factor� to� be� reckoned� with� by� organizations� like� the�Department� of� Water� Affairs,� the� Transfrontier� Conservation�initiative,�KZN�Wildlife�and�private�Game�Reserves.���

The�Technical�Task�Team�opened�up�avenues� for�closer�co�operation�between� the� administrations� and� especially� the� Technical�Departments� of� the� four� Municipalities,� namely� Zululand� District�Municipality,� uMkhanyakude� District� Municipality,� uPhongolo� Local�Municipality�and�Jozini�Municipality.�

�� ��

Page�62��

The�development�of�a�marketing�brand�name�for�the�Pongolapoort�dam�as�well�as�a�marketing�strategy�and�plan�was�completed.�With�the�support�of�the�four�Mayors�of�the�four�participating�municipalities�in�the�Inter�municipality�Forum,�a�request�for�an�official�name�change�of�the�Dam�to�Lake�Jozini�was�submitted�to�the�Department�of�Water�Affairs.��A�study�to�develop�a�development�framework�for�the�Gorge�area�of�the�Dam�was�initiated�in�order�to�use�the�results�to�assist�with�the�marketing�of�the�area�to�the�private�sector.���Further�investigations�on�the�suitability�of�the�site�at�the�N2�Jozini�junction�for�the�erection�of�a�cultural�centre,�market�stalls�and�service�station�and�the�acquisition�of�the�land�for�that�purpose�were�conducted.��A�funding�application�for�the�upgrading�of�two�camping�sites�on�the�shares�of�the�dam�to�improve�accessibility�to�the�dam�was�successfully�submitted�and�funding�was�obtained�from�the�Lebombo�Corridor�Development�Fund.��

2.3� PROGRESS�REPORT�ON�GUMBI�COMMUNITY�FORMULISATION�PROJECT:��

2.3.1� DETAILED�PLANNING:�2.3.1.1� Survey�of�preliminary�layouts:��The� three� settlements� (i.e.� Bethel,� Hlambanyathi� and�Cotlands)�sites�had�been�staked�out�according�to�Municipality�proposal�with�minor�charges�at�Bethel�as�to�accommodate�the�Traditional� Court� under� construction� and� one� household�(Shiba�family).��The�sites�had�been�made�available�in�all�three�settlements�should�the�Inkosi�find�the�need�to�allocate�and�to�the�desperate�(landless)�families.��The�settlements�are�already�occupied�by�communities,� some�are�within�the�areas�of�development�and�the�others�are�bit�far�away.� � There� are� forty� seven� (47)� vacant� sites� in� three�settlements�which�may�help�to�settle� those�families� living�bit�far�away�from�the�areas�of�development�so�that� they�can�be�close�to�the�services.��Bethel� � ���no.�of�vacant�sites�(15)�–�occupied�(12)�Hlambanyathi� ���no.�of�vacant�sites�(12)�–�occupied�(6)�Cotlands����no.�of�vacant�sites�(20)�–�occupied�(14)��Final�plans� in�the�form�of�hardcopies�and�digital� formats�had�been� submitted� to� ZDM� and� the� consultant� appointed� for�Gumbi� Community� formalization,� to� be� incorporated� to� the�final�draft�of�layout�plans�of�the�three�settlements.��

2.3.1.2� Draft�layout�plans:���The�consultant�(E.�Engelbrecht)�has�completed�draft�of�layout�pans� for� the� three� settlements� and� the� plans� had� been�presented� to� the� Gumbi� Council,� minor� amendments� had�been�indicated�on�Bethel�and�Cotlands�settlements.�

�� ��

Page�63��

There� is� a� big� concern� over� Hlambanyathi� area� due� to� rock�outcrops� which� makes� it� very� difficult/sometimes� impossible�for�the�community�to�build�their�homesteads.��And�alternative�site� had� been� pointed� out/identified� by� the� community� as� a�suitable�residential�area.� �This�will�be�subject� to�geotechnical�assessments.��Once�the�final�layout�plans�(General�Plans)�are�produced,�they�will�form�part�of�the�Technical�Report�that�is�required�for�DFA�Applications�for�Gumbi�Housing�Project.��

2.3.2� WATER�PROVISION:�2.3.2.1� Cotland�and�Hlambanyathi�water��� � scheme:��Provision� of� water� to� the� areas� will� be� by� means� of� water�boreholes.� �Boreholes�had�been�drilled� in�the�areas�with�one�that�was� found� in� the�Cotland�area�with�a� rate�of�5000l/day.��This� was� tested� and� yielded� positive� results.� � DLV,� a� service�provider�had�been�appointed�to�undertake�the�project.� �They�are�to�build�pump�stations�and�lay�water�pipes�and�connect�to�the�existing�water�system.��The�duration�of�the�project�is�four�months� but� they� are� already� behind� by� two� months�(completion�date�December�2009).��

2.3.2.2� Gumbi�emergency�water:��

A� service� provider� (Afri�Infra)� had� been� appointed� for� the�project.� � The� project� is� to� cater� for� Candover� and� Bethel�settlements,�and�any�other�developments�in�close�vicinity�of�the� dam.� � The� project� is� two� phased,� the� first� phase� is� the�construction� of� a� reservoir� at� Candover� and� laying� of� bulk�water�pipeline�along�the�N2�carriageway�and�also�along�the�Mpetha� stream� to� the� dam� while� waiting� for/dealing� with�grant�of�abstracting�rights�and�the�second�phase,�is�building�the�pump�station�at� the� abstraction�point�at� the�dam�once�the�rights�have�been�granted.��

The� project� has� commenced� as� from� 1/09/2008� and�duration� of� project� is� six� months� (completion� date� March�2009).� � Water� reticulation� will� only� be� done� once� the�General� Plans� for� Candover� and� Bethel� settlements� are� in�place.��

2.3.3�CONSTRUCTION:�2.3.3.1� Cotland�and�Hlambanyathi�water��� � Scheme:��The�work�entails� lying�out�of�water�pipelines,� installation�of�pump�stations�and�building�of�30kl�reservoir.��The�digging�of�trenches�had�begun�and�this�had�created�10�temporary� job�opportunities� and� this� number� will� increase� as� project�progresses.��

2.3.3.2� Gumbi�emergency�water:��There�has�been�a�delay�in�delivery�of�water�pipes�to�the�sites�as�construction�is�behind�by�one�month�from�the�start.����The�project� should� be� fully� running� as� from� 20/10/2008.� � The�trench� will� be� excavated� along� the� N2� road� and� such� work�has�provided�20�confirmed�job�opportunities�for�the�Gumbi�Community.����������������

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KPA�3:�MUNICIPAL�FINANCIAL�VIABILITY�uPHONGOLO�LOCAL�MUNICIPALITY��Due�to�the�fact�that�uPhongolo�Local�Municipality�has�converted�from�the� old� IMFO� Financial� Statements� Format� to� the� new� GRAP� Format�The� following� information� is� contained� in� the� Annual� Financial�Statements�as�per�Annexure�A�of�the�2008/2009�Annual�Report��INDEX�OF�ANNUAL�FINANCIAL�STATEMENTS� � � PAGE��3.1� ANNEXURE�A:�

ANNUAL�FINANCIAL�STATEMENTS�FOR�THE�YEAR��ENDED�30�JUNE�2009� � � � � �176�

Accounting�Officer’s�Responsibilities�and�Approval� � �����3�Statement�of�Financial�Position� � � � � �����4�Statement�of�Financial�Performance� � � � �����5�Statement�of�Changes�in�Net�Assets� � � � �����6�Cash�Flow�Statement� � � � � � �����7�Accounting�Policies� � � � � � �8–16�Notes�to�the�Financial�Statements:� � � � �����17�

� Salaries�of�Officials�and�Allowances�of�Councillors��as�per�Section�219�of�the�constitution�Item�23�&�24� 29�30�

� Grants�received��Item�20� � � � 24�27�Notes� � � � � � � ������32�

�Appendices:�Appendix�A:��Schedule�of�External�loans� � � � �����33�Appendix�B:�Analysis�of�Property,�plant�and�equipment� � �����34�Appendix�C:��Segmental�analysis�of�Property,�Plant�and��Equipment� � � � � � � �����35�Appendix�D:��Segmental�Statement�of�Financial�Performance� �����36�Appendix�E(1):��Actual�versus�Budget�

(Revenue�and�Expenditure)� � � �����37�Appendix�E(2):��Actual�versus�Budget��� `� (Acquisition�of�Property,�Plant�and�Equipment)� �����38�Appendix�F(1):��Post�retirement�medical�aid�benefits� � �����39�Appendix�F(2):� Long�service�benefits� � � `� �����40�

3.2� uPHONGOLO�MUNICIPALITY�GENERAL�INFORMATION� �����65��3.3 REPORT�OF�THE�AUDITOR�GENERAL�TO�THE�KWAZULU�

NATAL�PROVINCIAL�LEGISLATURE�AND�THE�COUNCIL��ON�THE�FINANCIAL�STATEMENTS�AND�PERFORMANCE�INFORMATION�OF�uPHONGOLO�MUNICIPALITY�FOR��

� � THE�YEAR�ENDED�30�JUNE�2009�� � � 66�72��

3.4� AUDIT�QUERIES�ACTION�PLAN�ON�FINDINGS�OF�� 2008/2009�AUDIT�REPORT�AND�MANAGEMENT�� REPORT� � � � � � 73�76��3.5� GOVERNANCE�TABLE� � � � � ������77��3.6� GENERAL�STATISTICS� � � � � ������78��3.7� REPORT�BY�AUDIT�AND�RISK�MANAGEMENT�

�COMMITTEE� � � � � � ������79��

3.8� AUDIT�COMMITTEE� � � � � ������80��3.9� FREE�BASIC�ELECTRICITY� � � � ������80��3.10� ALTERNATIVE�ELECTRICITY� � � � ������80��3.11� AWARDING�OF�TENDERS� � � � 80�81��

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KPA�3:�MUNICIPAL�FINANCIAL�VIABILITY�uPHONGOLO�LOCAL�MUNICIPALITY��3.1� ANNEXURE�A:�

ANNUAL�FINANCIAL�STATEMENTS�FOR�THE�YEAR��ENDED�30�JUNE�2009� � � � PAGE�176�

�3.2� uPHONGOLO�MUNICIPALITY�

GENERAL�INFORMATION��MEMBERS�OF�THE�EXECUTIVE�COMMITTEE:�

�Councillor�B�J�Mncwango�–�(Chairperson)�–�Honourable�Mayor�Councillor�S�W�van�der�Merwe��Honourable�Deputy�Mayor�Councillor�K�E�Thabede� � ��MEMBERS�OF�THE�uPHONGOLO�MUNICIPAL�COUNCIL��Councillor�S�V�Dlamini�–�(Ex�Officio)���Honourable�Speaker�Councillor�J�P�Ngwenya�Councillor�M�L�Sibiya�Councillor�M�M�Mtungwa�Councillor�C�I�Mathebula�Councillor�A�S�Mafuleka�Councillor�M�J�Dlamini�Councillor�M�G�Mathabela�Councillor�Z�L�Nxumalo�Councillor�A�Z�Thabede�Councillor�S�V�Nkosi�Councillor�M�B�Makhoba�Councillor�M�E�Dlamini�Councillor�B�C�Nhlabathi�Councillor�K�J�Shabangu�Councillor�N�P�Mavuso�Councillor�J�C�Theron�Councillor�E�N�Buthelezi�

�GRADING�OF�THE�LOCAL�AUTHORITY���� Grade�4��AUDITORS���Office�of�the�Auditor�–�General��BANKERS�First�National�Bank�of�South�Africa�–�(Primary�Bank�Account)�ABSA�REGISTERED�OFFICE:��Municipal�Office�–��P�O�Box�191�61�Martin�Street�Pongola� � �3170� � ��Telephone:��034�4131223�Facsimile:��034�4131706� �e�mail:�[email protected]��MUNICIPAL�MANAGER:��Mrs�M�F�F�Jardim��CHIEF�FINANCIAL�OFFICER��Mr�A�Marx�

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�REPORT OF THE AUDITOR-GENERAL TO THE KWAZULU-NATAL PROVINCIAL LEGISLATURE AND THE COUNCIL ON THE FINANCIAL STATEMENTS AND PERFORMANCE INFORMATION OF uPHONGOLO MUNICIPALITY FOR THE YEAR ENDED 30 JUNE 2009

REPORT ON THE FINANCIAL STATEMENTS

Introduction

1. I have audited the accompanying financial statements of the uPhongolo Municipality which comprise the statement of financialposition as at 30 June 2009, the statement of financial performance, the statement of changes in net assets and the cash flow statement for the year then ended, and a summary of significant accounting policies and other explanatory notes, as set out on pages xx to xx.

The accounting officer’s responsibility for the financial statements

2. The accounting officer is responsible for the preparation and fair presentation of these financial statements in accordance with the Standards of Generally Recognised Accounting Practice (Standard of GRAP) and in the manner required by the Local Government: Municipal Finance Management Act, 2003 (Act No. 56 of 2003) (MFMA) and for such internal control as the accounting officer determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.

The Auditor-General’s responsibility

3. As required by section 188 of the Constitution of the Republic of South Africa, 1996 read with section 4 of the Public Audit Act, 2004 (Act No. 25 of 2004) (PAA) and section 126(3) of the MFMA, my responsibility is to express an opinion on these financial statementsbased on my audit.

4. I conducted my audit in accordance with the International Standards on Auditing read with General Notice 616 of 2008, issued in Government Gazette No. 31057 of 15 May 2008. Those standards require that I comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.

5. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements.The procedures selected depend on the auditor’s judgement, including the assessment of the risks of material misstatement of the

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financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevantto the entity’s preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.

6. Paragraph 11 et seq. of the Standard of Generally Recognised Accounting Practice, GRAP 1 Presentation of Financial Statementsrequires that financial reporting by entities shall provide information on whether resources were obtained and used in accordancewith the legally adopted budget. As the budget reporting standard is not effective for this financial year, I have determined that my audit of any disclosures made by the uPhongolo Municipality in this respect will be limited to reporting on non-compliance with this disclosure requirement.

7. I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my audit opinion.

Opinion

8. In my opinion the financial statements present fairly, in all material respects, the financial position of the uPhongolo Municipality as at 30 June 2009 and its financial performance and cash flows for the year then ended, in accordance with the Standards of GRAP, asset out in accounting policy note 1 and in the manner required by the MFMA.

Emphasis of matter

Without qualifying my opinion, I draw attention to the following matters:

Restatement of corresponding figures

9. As disclosed in note 37 to the financial statements, the corresponding figures for 30 June 2008 have been reclassified due to the municipality implementing new accounting policies and Standards of GRAP for the financial year and changes to existing policies.

Other matters

Without qualifying my opinion, I draw attention to the following matters that relate to my responsibilities in the audit of the financial statements.

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Material inconsistencies in other information included in the annual report

10. I have not obtained the other information included in the annual report and have not been able to identify any material inconsistencies with the financial statements.

Unaudited supplementary schedules

11. The municipality provided supplementary information in the Annexure XX to XX to the financial statements on whether resourceswere obtained and used in accordance with the legally adopted budget, in accordance with GRAP 1 Presentation of Financial Statements. The supplementary budget information and other supplementary information set out on pages XX to XX do not form part of the financial statements and is presented as additional information. I have not audited these schedules and accordingly, I do not express an opinion thereon.

Non-compliance with applicable legislation

Municipal Finance Management Act

12. The municipality did not submit a report to National Treasury of all contracts awarded above R100 000, as required by MFMA Circular No. 34 of 28 June 2006, issued in terms of section 74(1) of the MFMA.

Governance framework 13. The governance principles that impact the auditor’s opinion on the financial statements are related to the responsibilities and

practices exercised by the accounting officer and executive management and are reflected in the key governance responsibilitiesaddressed below:

Key governance responsibilities

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14. The MFMA tasks the accounting officer with a number of responsibilities concerning financial and risk management and internalcontrol. Fundamental to achieving this is the implementation of key governance responsibilities, which I have assessed as follows:

No. Matter Y N

Clear trail of supporting documentation that is easily available and provided in a timely manner

1. No significant difficulties were experienced during the audit concerning delays or the availability of requested information.

?

Quality of financial statements and related management information

2. The financial statements were not subject to any material amendments resulting from the audit.

?

3. The annual report was submitted for consideration prior to the tabling of the auditor’s report.

?

Timeliness of financial statements and management information

4. The annual financial statements were submitted for auditing as per the legislated deadlines, as set out in section 126 of the MFMA.

?

Availability of key officials during audit

5. Key officials were available throughout the audit process. ?

Development and compliance with risk management, effective internal control and governance practices

6. Audit committee � The municipality had an audit committee in operation throughout the financial

year. ?

� The audit committee operates in accordance with approved, written terms of reference.

?

� The audit committee substantially fulfilled its responsibilities for the year, as set out in section 166(2) of the MFMA.

?

7. Internal audit � The municipality had an internal audit function in operation throughout the

financial year. ?

� The internal audit function operates in terms of an approved internal audit plan. ?� The internal audit function substantially fulfilled its responsibilities for the year,

as set out in section 165(2) of the MFMA. ?

8. There are no significant deficiencies in the design and implementation of internal control in respect of financial and risk management.

?

9. There are no significant deficiencies in the design and implementation of internal control in respect of compliance with applicable laws and regulations.

?

10. The information systems were appropriate to facilitate the preparation of the ?

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No. Matter Y N financial statements.

11. A risk assessment was conducted on a regular basis and a risk management strategy, which includes a fraud prevention plan, is documented and used, as set out in section 62(1)(c)(i) of the MFMA.

?

12. Delegations of responsibility are in place, as set out in section 79 of the MFMA. ?

Follow-up of audit findings

13. The prior year audit findings have been substantially addressed. ?14. SCOPA/Oversight resolutions have been substantially implemented. ?

Issues relating to the reporting of performance information

15. The information systems were appropriate to facilitate the preparation of a performance report that is accurate and complete.

?

16. Adequate control processes and procedures are designed and implemented to ensure the accuracy and completeness of reported performance information.

?

17. A strategic plan was prepared and approved for the financial year under review for purposes of monitoring the performance in relation to the budget and delivery by the uPhongolo municipality against its mandate, predetermined objectives, outputs, indicators and targets, as set out in section 68 of the MFMA.

?

18. There is a functioning performance management system and performance bonuses are only paid after proper assessment and approval by those charged with governance.

?

15. There were delays in the submission of documentation and responses to queries during the audit due to key personnel being ontraining and sick leave. Weaknesses were identified as evidenced by numerous correcting adjustments in the amounts and disclosures that were identified in the financial statements provided for audit as well as the fact that the municipality did not develop and implement an effective system of risk management.

Investigations

16. An investigation is in progress relating to the transfer of land by the municipality and the sale of land not belonging to the municipality during the year under review.

REPORT ON OTHER LEGAL AND REGULATORY REQUIREMENTS

Report on performance information

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17. I have reviewed the performance information as set out on pages 100 to 163.

The accounting officer’s responsibility for the performance information

18. In terms of section 121(3)(c) of the MFMA, the annual report of a municipality must include the annual performance report of the municipality, prepared by the municipality in terms of section 46 of the Local Government: Municipal Systems Act, 2000 (Act No. 32 of 2000) (MSA).

The Auditor-General’s responsibility 19. I conducted my engagement in accordance with section 13 of the PAA read with General Notice 616 of 2008, issued in Government

Gazette No. 31057 of 15 May 2008 and section 45 of the MSA.

20. In terms of the foregoing my engagement included performing procedures of a review nature to obtain sufficient appropriate evidence about the performance information and related systems, processes and procedures. The procedures selected depend on the auditor’s judgement.

21. I believe that the evidence I have obtained is sufficient and appropriate to provide a basis for the findings reported below.

Findings on performance information Non-compliance with regulatory requirements

Existence and functioning of a performance audit committee

22. The performance audit committee did not review the uPhongolo Municipality’s performance management system and make recommendations in this regard to council, as required by regulation 14(4)(a) of the Municipal Planning and Performance Regulations of 2001.

Performance information not received in time

23. An assessment could not be performed on the reliability of uPhongolo Municipality’s reported performance information, as set out on pages xx to xx of the annual report, since the information was not received in time.

Internal auditing of performance measurements

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24. The uPhongolo Municipality did not develop and implement systems, mechanisms and processes for auditing the results of performance measurements as part of its internal audit processes, as required by section 45 of the MSA.

APPRECIATION

25. The assistance rendered by the staff of the uPhongolo Municipality during the audit is sincerely appreciated.

Pietermaritzburg

30 November 2009

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����3.4� AUDIT�QUERIES�ACTION�PLAN�ON�FINDINGS�OF�2008/2009�AUDIT�REPORT�AND�MANAGEMENT�REPORT��

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3.5� GOVERNANCE�TABLE�

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3.6� GENERAL�STATISTICS��uPHONGOLO�MUNICIPALITY�Financial�year�ending�30th�June�2009.��Population�according�to�Stats�SA�� � 119�766��

TOTAL POPULATION 119 766

Ward 818%

Ward 92%

Ward 53% Ward 3

7% Ward 117%

Ward 28%

Ward 78%

Ward 49%Ward 10

10%

Ward 112%

Ward 616%

�Source: Census 2001

Valuation�Roll�� Land�–�43487600�� Improvements�–�180045500��Land�Assessment�rate/improvements�0.153879;�0.005302�Number�of�properties�3�568��ELECTRICITY�STATISTICS:��Units�purchased�(MWh)�� � � ������19235769�Units�sold�(Total�MWh)� � � � ���8330446.01�Percentage�loss�in�distribution�(MWh)� � ������������6.92%�Expenses� � � � � ��6733878.78�Units�Costs� � � � � ���������������0.35�

�REFUSE:��Businesses� � � � � 210�Residential� � � � � 2976��ROAD�INFORMATION:��Belgrade� � � � � 144�kms�Ncotshane� � � � � 120�kms�Pongola� � � � � ��33�kms�Magudu� � � � � ��17�kms�Golela� � � � � � ��11�kms�Rural�� � � � � � Unnumbered��Building�Plans�approved�� � � ��78��REGISTRATION�–�KZN�262�(uPHONGOLO)��DISTRICT�MUNICIPALITY�–�DC�26�ULUNDI��Number�of�Employees� (including�temporary�Staff�and�Contractual�Appointments)� � 222��

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3.7��REPORT�BY�AUDIT�AND�RISK�MANAGEMENT�COMMITTEE�ANNEXURE

AUDIT AND RISK MANAGEMENT COMMITTEE REPORT

Membership

The uPhongolo Municipality has an Audit and Risk Management Committee set up in accordance with the prescripts of the Municipal Finance Management Act. No. 56 of 2003, section 166. The Committee comprises of three independent members, who are not in the employ of the uPhongolo Municipality, nor are they political office bearers.

The Chairperson of the Audit Committee is an independent person who is knowledgeable of the status of the position and has the requisite legal, business and leadership skills. The Committee operates in terms of written terms of reference approved by the municipality’s Accounting Officer and Council’s Executive Committee, which is in accordance with best practice.

Audit Committee members and attendance

The Committee performs its responsibilities as required in terms of the Municipal Finance Management Act (MFMA), as well as the code of Corporate Governance. The Audit Committee met three (3) times during the financial year. For the financial year ending 30 June 2009, the Committee has reviewed and/ or advised on matters relating to:

The adequacy, reliability and accuracy of financial reporting and information; The activities and effectiveness of internal audit function; The accounting and auditing concerns identified as a result of the internal or external audits;The effectiveness of the internal control systems; Compliance with the MFMA and other applicable legislation;

Internal Audit

The uPhongolo Municipality has a system of Internal Audit under the control and direction of its Audit and Risk Committee. The weaknesses in internal control systems have been brought to the attention of management to take corrective measures.

Performance Management

The municipality made significant changes to the organizational scorecard which was as a direct result of the changes in the applicable National Treasury regulations. The scorecard has also been revised to ensure \alignment to the Integrated Development Plan (IDP) of the Municipality. Systems are being implemented to monitor organizational and individual performance. �

� �Risk Management

The Audit and Risk Management Committee will, in terms of its authority delegated by Council, facilitate the development of a formal Risk Management Framework and Strategy. The results of the risk assessments should be used to direct internal audit efforts and priorities, and to determine the skills required of managers and staff to improve controls and to manage these risks.

Management has formed an Operational Risk Management Committee (Risk Sub Committee) chaired by the Chief Financial Officer. The aim of the Risk Sub Committee is to implement the risk management strategies and give feedback to the Audit and Risk Management Committee on a regular basis. The risk register will be updated regularly with identified and new emerging risks including the risk mitigating responses and action plans.

Review of annual financial statements for the year ending 30 June 2009

The Chairperson has evaluated the annual financial statement of the uPhongolo Municipality, for the year ended 30 June 2009. The Chairperson concluded that these financial statements comply, in all material respects, with the requirements of the Municipal Finance Management Act.

The review of annual financial statements pays specific attention to: � Underlying accounting policies or changes thereto; � Major estimates and managerial judgments; � Significant adjustments flowing from the year end audit; � Compliance with the MFMA and other statutory precepts; � The appropriateness of the going concern assumption; and � The report of the Auditor-General for the year.

Going concern assumption

The Audit and Risk Committee agrees that the adoption of the going concern assertion is appropriate in preparing the annual financial statements of the Municipality. The Committee has therefore recommended the adoption of the annual financial statements by the Council of uPhongolo Municipality.

_____________________ P H KEAN Chairperson: Audit Committee uPhongolo Municipality

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3.8��AUDIT�COMMITTEE�The�function�of�the�Audit�Committee�is�done�via�a�shared�Services�Agreement�between�Zululand�District�Municipalities,�uPhongolo,�Abaqulusi,�Edumbe,�Ulundi�and�Nongoma�Municipality.�The�Committee�is�functional�and�met�three�(3)�times�during�the�2008/2009�financial�year.��The�Audit�Committee�Comprises�of:�

1. Mr�P�H�Kean�–�Chairperson�2. Mr�Piet�Retief�–�Member�3. Mr�M�C�Ndwandwe�–�Member�

�The� function� of� the� Audit� Committee� is� done� via� a� Shared� Services�Agreement� between� Zululand� District� Municipality,� uPhongolo,�Abaquluzi,�Edumbe,�Ulundi�and�Nongoma�Municipality.� �The� Internal�Audit� Committee� is� functional� and� met� three� (3)� times� during� the�2008/2009� financial� year� on� the,� 26� January� 2009,� 3rd� June� 2009,�����18th� June� 2009.� Key� Performance� Indicator� review� was� done� in� the�financial� year� in� question� on� the� Municipal� Manager� and� the�Corporate� Services� Manager� since� it� was� only� two� HOD’s� who�complied� and� it� was� submitted� to� the� Municipal� Manager� during�August� 2009.� � This� was� not� submitted� to� the� Audit� Committee� for�evaluation�since�the�report�was�received�on�the�20th�July�2009�and�Mr�Kean�was�not�available�due�to�commitments�and�ill�health�

�3.9��FREE�BASIC�ELECTRICITY�uPhongolo� Local� Municipality� provides� the� following� services� to�indigent�households:��Indigent:�Rates�and�refuse 461

Indigent:�Free�Basic�Electrivity� 1000

Indigent:�Gel�refill 6062067 �

�The�supply�of�free�basic�electricity�to�indigent�households�varies�from�month� to�month.� �The� following�schedule�gives�a�break�down�of� the�

total� house� holds� supplied� with� Free� Basic� Electricity� during� the�2008/2009�financial�year.�

Jul�08 1008

Aug�08 997

Sep�08 1025

Oct�08 956

Nov�08 859

Dec�08 1071

Jan�09 1043

Feb�09 1019

Mar�09 1022

Apr�09 903

May�09 1283Jun�09 1005 �

�The� rand� value� of� the� Free� Basic� Electricity� supplied� to� indigent�households�during�the�2008/2009�financial�year�totals�R361�746.57��

3.10��ALTERNATE�ELECTRICITY�During� 2008/2009� uPhongolo� Municipality� supplied� 606� households�with�Gel,�Gel�stoves�and�lamps�with�oil�to�the�value�of�R587�872.43�to�the�people�in�Ward�1.��

3.11��AWARDING�OF�TENDERS��uPhongolo� Municipality� amended,� approved� and� implemented� it’s�Supply�Chain�Policy�during�2008.��As�per�section�6�of�the�Supply�Chain�Management� Policy� of� uPhongolo� Municipality,� a� report� was�submitted� to� the� Council� pertaining� to� the� implementation� of� the�Supply�Chain�Management�Policy�and�the�awarding�of�tenders.��The� Following� Tender� Committees� were� established� within� the�Council,�namely:��Bid�Specification�Committee�–�consisting�of�4�Members�Bid�Evaluation�Committee�–�consisting�of�4�members�Bid�Adjudication�Committee�–�consisting�of�3�members��The� uPhongolo� Municipality� went� out� on� tender� for� various� projects�during� the� 2008/2009� financial� year� and� submitted� the� relevant�reports�to�National�Treasure.��The�following�tenders�were�awarded.�

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KPA�4:�� MUNICIPAL� TRANSFORMATION� &�INSTITUTIONAL�DEVELOPMENT�

4.1�uPHONGOLO�MUNICIPALITY�–�ORGANISATIONAL��������DESIGN��

Council��The�uPhongolo�Local�Municipality�has�22�Councillors;�11�of�them�are�Ward� Councillors� and� the� other� 11� are� proportional� candidates�elected� to� represent� political� parties� on� the� basis� of� proportional�representation.� � The� term� of� office� for� a� Councillor� is� five� years� and�ends� when� the� next� Council� is� declared� elected.� � Councillors� are�accountable� to� local� communities� and� must� report� back� at� least�quarterly� to� constituencies� on� Council� matters,� including� the�performance� of� the� municipality� in� terms� of� the� established�indicators.� � In�order�to�ensure�that�Councillors�fulfill� their�obligations�to�the�communities�and�support�the�achievement�by�the�municipality�of�these�objectives,�all�Councillors�are�subject�to�a�code�of�Conduct.��

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4.2� FUNCTIONS�AND�POWER�OF�DIGNITARIES�Mayor�The� Honourable� Mayor� of� the� uPhongolo� Local� Municipality� is� the�Chairperson� of� the� Executive� Committee.� � He� performs� the� duties,�including� any� ceremonial� functions,� and� exercises� the� powers�delegated� to� the� mayor� by� the� Municipal� Council� or� Executive�Committee.��

�Executive�Committee�The� Council� established� an� Executive� Committee� comprising� of� 4�members.� �The�Mayor,� in�conjunction�with�the�Council�decides�when�and�where�EXCO�Meets.� � It� is� composed� in� the� following�Way:� IFP�3�seats�and�ANC�1�seat.��The�Executive�Committee�is�the�management�or�principle�committee�of� the� Municipality.� � It� receives� reports� from� other� committees� of�Council� and� must� forward� these� reports� together� with� its�recommendations�to�the�full�Council�Meeting.��

Supporting�Committees�The� Municipal� Structures� Act,� Act� No� 117� of� 1998� makes� provision�that� a� Council� may� establish� Committees,� so�called� section� 79�Committees.��The� Council� has� four� (4)� Portfolio� Committees� and� the� Executive�Committee� member’s� serves� as� Chairpersons� of� the� portfolio�Committees.��Members� of� the� Executive� Committee� are� tasked� with� the�responsibility�of�chairing�the�supporting�committees.��

� Finance�Committee�� Human�Resource/staff�Committee�� Technical�and�infrastructure�and�planning�Committee�� Social�Community�and�LED�Committee�

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These� Committees� meet� at� least� once� a� month.� � They� have� certain�delegated� powers� by� which� they� take� decisions� on� behalf� of� the�Council,� and� are� required� to� report� and� make� recommendations� to�Council�on�matters�failing�within�their�spheres�of�operation.��

Office�of�the�Speaker�The� Local� Government� Municipal� Structures� Act,� Act� 117� of� 1998�provides�that�each�Municipal�Council�must�have�a�chairperson�who�is�called�the�Speaker.��The�Speaker�is�elected�by�the�Council�from�among�the� Councillors� at� the� first� sitting� of� the� council� after� the� Local�Government�elections.��The� Speaker� acts� as� a� chairperson� at� Council� Meetings,� and� ensures�the�compliance�of�the�Council’s�code�of�conduct,�rules�and�orders.��He�or�she�also�ensures�the�proper�functioning�of�the�legislative�side�of�the�Council,� and� is� required� to� be� impartial.� � The� speaker� also� ensures�community� participation� in� legislative� initiatives� and� should�communicate�with�the�public�on�the�performance�of�the�Council.��The�speaker�has�ex�officio�sitting�in�all�committees�of�the�Council,�with�no�voting�rights.��

4.3�uPHONGOLO�MUNICIPALITY���ADMINISTRATION�The�Organogram�operates�with�4�departments,�namely:��

1 Municipal�Manager�4���Departmental�Managers�3���Assistant�Departmental�Managers��

The� four� Departmental� Managers� include:� Manager� Corporate�Services,� Manager� Technical� Services,� Manager� Community� Services�and�Manager�Financial�Services�along�with�the�Office�of�the�Municipal�Manager� and� the� Office� of� the� Mayor.� � We� have� a� specialized�workforce,�with�a�total�staff�complement�of�209�employees,�and�111�temporary� employees� as� a� form� of� job� creation� and� to� alleviate�poverty.��uPhongolo�Local�Municipality�has�finalized�its�organogram�in�October� 2003,� and� the� organogram� is� revised� each� year� during� the�preparation� period� of� the� Budget.� � All� employees� have� since� been�placed� in� terms� of� the� organogram.� � The� organogram� is� currently�

under� review,� and� Council� Job� Descriptions� have� been� submitted� to�the� Job�Evaluation�Committee.� �The� Job�Descriptions�were�approved�by� the� Job� Evaluation� and� Audit� Committee.� � Once� the� salary� scales�and�Grading�of�the�Municipality�has�been�finalized�the�Job�Evaluation�along�with�the�new�salaries�will�be�implemented.��There� are� clear� communications� channels� between� workers� and�management� via� Labour� Forum,� Skills� Development� and� Unions�Meetings�which�is�held�on�a�regular�basis.��Organizational� standing� rules� and� procedures� are� in� place� which�exercises�a�stable�internal�environment.��

4.4���uPHONGOLO�MUNICIPALITY�–�EMPLOYMENT�����������EQUITY:��The� Municipality� is� strongly� committed� to� the� achievement� of�Employment� Equity� and� equal� opportunities� for� all� employees.� � The�Municipality� is� actively� working� towards� creating� and� maintaining� a�fair� and� equitable� working� environment,� free� from� all� forms� of�discrimination.��Council�has�in�place�an�Employment�Equity�Plan�which�sets� the� strategic� direction� of� the� municipality’s� overall� employment�equity� programmes,� and� supports� the� municipality’s� commitment� to�equal� justice.� � The� plan� is� set� over� a� period� of� five� years� and� is� re�assessed�annually.��The�plan�focuses�on�four�areas,�namely:��

� The� integration� of� Employment� Equity� within� policy,� planning� and�management�systems.�

� Ensuring� employment� practices� do� not� discriminate� against�employees�or�potential�employees.�

� Promoting�Employment�Equity�and�workforce�diversity.�� Ensuring�a�work�environment�that�is�free�from�racial�harassment.�

�A� fully� functional� Employment� Equity/Skills� Development� Committee�is�in�place,�where�issues�relating�to�Employment�Equity�are�discussed.��The� Committee� met� quarterly.� The� tables� below� reflect� the� gender�and�racial�composition�of�the�council’s�employees.��

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The following tables are from the Council’s Employment Equity Plan 2008/2009:� 1. Workforce Profile: Occupational Categories

Male Female Foreign Nationals Occupational Levels

A C I W�

A C I W Male Female

Total

Top management 2 1 2 5

Senior management 3 3

Professionally qualified and experienced specialists and mid-management

2 1 3 1 1 8

Skilled technical and academically qualified workers, junior management, supervisors, foremen, and superintendents

13 2 22 1 7 45

Semi-skilled and discretionary decision making

21 3 24

Unskilled and defined decision making 22 13 35

TOTAL�PERMANENT�63 4 41 1 1 10 120

Temporary employees 70 1 31 102

GRAND TOTAL 133 5 72 1 1 10 222

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2. Disciplinary Action

Male Female Foreign Nationals Occupational Levels

A C I W�

A C I W Male Female

Total

Top management

Senior management

Professionally qualified and experienced specialists and mid-management

Skilled technical and academically qualified workers, junior management, supervisors, foremen, and superintendents

1 1

Semi-skilled and discretionary decision making

1 1

Unskilled and defined decision making

TOTAL�PERMANENT�1 1 2

Temporary employees 2

GRAND TOTAL 3 1 4

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3. Recruitment

Male Female Foreign Nationals Occupational Levels

A C I W�

A C I W Male Female

Total

Top management 1 1 2

Senior management

Professionally qualified and experienced specialists and mid-management

1 1

Skilled technical and academically qualified workers, junior management, supervisors, foremen, and superintendents

4 1 4 1 4 14

Semi-skilled and discretionary decision making

4 1 5

Unskilled and defined decision making

6 1 7

TOTAL�PERMANENT�15 2 6 1 1 4 29

Temporary employees

GRAND TOTAL 15 2 6 1 1 4 29

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4. Promotion

Male Female Foreign Nationals Occupational Levels

A C I W�

A C I W Male Female

Total

Top management

Senior management 2 2

Professionally qualified and experienced specialists and mid-management

1 1

Skilled technical and academically qualified workers, junior management, supervisors, foremen, and superintendents

1 2 2 5

Semi-skilled and discretionary decision making

Unskilled and defined decision making

TOTAL�PERMANENT�3 3 2 8

Temporary employees

GRAND TOTAL 3 3 2 8